Facilities Administrator
Job Description

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Job Summary

 

The main purpose of this position is to provide administration support to the Facilities Management Team. To maintain efficiency and administration systems, looking to improve and develop where necessary. A strong communicator who can receive and process complex information in an efficient way and in return pass on required key-information and action points to the Team.

The Administrator ensures that everything behind the scenes is running smoothly and can multi-task with ease.

 

[It is also a good idea to give some brief background information about your organisation e.g. company size, how long you’ve been in operation, information about specific buildings/premises etc]

 

Key Responsibilities

 

[Obviously these responsibilities will vary depending on your organisation and requirements, however we have listed a wide range of potential Facilities Administrator key responsibilities below as a starting point.]

 

– Maintain the financial administration of the office including: raising purchase orders, reconciling invoices, monitoring expenditure against budget, follow up outstanding payments, and liaise with the finance team upholding accurate financial record keeping.

– Liaise with third party supplier / contractors, monitoring performance against Key Performance Indicators (KPIs) and Service Level Agreements (SLAs), including attending monthly supplier review meetings.

– Support the Facilities department in delivering a consistent and efficient service across the site including ensuring that all Planned Preventative Maintenance (PPM) schedules are up to date and that any remedial works(s) are undertaken quickly.

– Act as first point of contact within the Facilities office during working hours to ensure phone calls are taken and queries are dealt with in a time affective manner

– FM Helpdesk management, monitoring and responding to job requests, including liaising proactively and reactively with other staff and supply chain partners;

– Ensure that supplier and contractor vetting, Risk Assessments, Method Statements (RAMS), Permit to Work and Construction Design Management (CDM) processes are used at all times and are fit for purpose;

– Provide other administrative and operational/coordination support to the Head of Facilities, to other staff within the Regeneration and Property team and in other departments as and when requested;

– Production of monthly reports identifying performance against agreed targets and budgets.

– To maintain internal systems and work flow and advise Building Management Team on Administrative best practice

– Manage all incoming mail.

– Type minutes with accuracy and circulate in a timely manner. If requested, attend meetings and minute take.

– Reports – preparation of a variety of management reports and electronic presentations including overall design and manipulation and extraction of data.

– Maintain both soft and hard filing systems, ensuring consistency and support management team where required.

 

Knowledge, Experience and Qualifications

– GCSE/CSE Maths and English or equivalent

– IOSH Managing Safely desirable

– A Qualification in customer service or business administration is desirable.

– Office administration experience for example: writing agendas, taking minutes, filing and screening calls

– Financial administration experience including raising purchase orders and reconciling invoices

– Experience managing and monitoring FM contracts and service level agreements (SLAs)

– Experience working with and supervising contractors and suppliers

 

Skills and personal attributes

– Excellent written communication with the ability to prepare and proof read tender documents

– Strong numerical skills with the ability to read financial information and present financial reports

– Confident telephone manner

– Ability to multi-task and prioritise a high volume of incoming jobs

– Well-developed communicator both verbal and written

– Previous experience working within the financial services industry or similar is desirable.

– Previous Experience of CAFM or similar facilities computer management system is desirable.

– Experience in dealing with customer requests and coping under pressure whilst maintaining focus is essential.

– Previous experience of helpdesk operations or similar support role is desirable.

– Previous experience of working in a busy and demanding environment

– Numerate with experience of dealing with purchase orders, suppliers

– Experience of MS office packages such as Word / Excel is essential.

– Experience of working in a fast paced and evolving environment

– Ability to demonstrate professionalism, discretion and confidentiality at all times