Business Premises Administrator

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  • Job Reference: 1298
  • Job Title: Business Premises Administrator
  • Location: Central London
  • Basic Salary Range: Up to £30,000 plus package
  • Job Type: Full Time
  • Posted 5 years ago
  • This position has been filled

Our client are an established law firm who require an experienced, forward thinking Premises Administrator to join their team. This is a new role which has been created to provide administrative support for our client’s management systems, and assistance to the Premises Manager and Premises Project Manager.

Key Responsibilities

  • Maintain a database of controlled documents
  • Carry out functional audits of each management system
  • Develop integration of management systems and streamline
  • Filing and record keeping for all documents, publications and subscriptions.
  • Minuting meetings and typing up minutes of communications, team meetings, reports, etc.
  • Collate London office statistics and produce monthly reports and charts to review with Health, Safety and Environment Manager
  • Vet and complete orders for Health & Safety equipment and ensure delivery, repair and replacement items as required
  • Arrange estate safety equipment calibration and repair
  • Call handling and email management to ensure that emails are responded to, redirected, followed up, escalated, deleted or filed as appropriate.
  • Management of Premises element of the contract database by checking contract renewal dates and working with the Premises Manager to draft new contracts and variations to existing contracts.
  • Overseeing Premises team paper filing processes to ensure consistency and best practice record keeping.
  • Liaising with contractors, providing direction if the issues are routine and escalating when appropriate.
  • Drafting communications to the business on Premises works and issues and liaising with the senior admin support person to send these out to the firm, particular departments or key contacts.

Requirements

  • Systematic about record keeping; diligent, conscientious and focussed
  • Excellent communication skills
  • Professional and personable
  • Attention to detail
  • Good working knowledge of MS Word, Excel, Outlook, MS Project & project management systems such as Teamwork
  • Confidence to work unsupervised if necessary.
  • Ability to prioritise and use initiative
  • Positive approach and ability to remain calm under pressure
  • Willing to learn and develop.

Essential

  • Experience with one or more ISO management Systems:
  • Significant experience in an administrative role, ideally within a health and safety, environmental, project management, construction or FM function
  • Familiarity with Document management systems, ideally with iManage Web/wiki editing experience
  • Experience with Project management software, ideally with Teamwork
  • Excellent office administration skills to include experience of windows-based packages.

Desirable

  • Specific experience of administering ISO 14001, ISO 22301, OHSAS 18001and/or ISO 50001.