Facilities Administrator

Facilities Administrator

Purpose: Provide and manage administration responsibilities for the Site Services Operations Team.

This will include but not be limited to providing a broad range of administration support across Hard, Soft and Project Teams. Furthermore, the role will oversee the Helpdesk function and CAFM system, enquiries/work requests, reception administration cover, single point of contact for absence cover and routing of GFM building related inquiries and occasional support for the Site MD on request.

Role Responsibilities

• Preparation of the weekly management report
• Preparation of the monthly dashboard report
• Tracking and reporting on operational backlog
• Supporting all of the Site Services team ad hoc administration requirements
• Providing support to the Site Managing Director on request
• Providing Reception cover for sickness/holidays
• Coordinating with the Reception Administrator for leave/sickness cover
• Production of Jira (GFM) data for reports and specific requests
• Overall expertise on the CAFM application
• Support with audits and production of key information
• Tracking and closing out audit actions
• Support with procedure and risk assessment reviews
• Raising reactive work orders on the Jira system
• Arranging meeting rooms and coordinating diaries
• Supporting financial reporting and budget tracking
• Managing Site Services filing architecture
• Coordinating requests and queries in managers absence
• Passing urgent requests to the relevant team members as required
• Purchasing and ordering of material/parts
• Management of stationary requirements
• Management of signage requirements
• Coordination/ordering of PPE and workwear
• Support of special functions/hospitality requests
• Dealing with some emergencies and escalation of site services issues
• Ordering and stock control of stationery and consumables items required for the operational service
• Support of subcontractor induction and permit issuing where trained and appropriate
• Supporting HSE enquiries and requests for the operational teams
• Provide operations update information for the weekly management meetings.
• Ensure all H&S measures are in place or escalated to line management if gaps are observed for a robust and compliant service delivery
• Ensure statutory duties/responsibilities under the role of the Operations Administrator are completed on time and maintained
• Ensure PPM and Reactive data is reported at the end of each month for the monthly dashboard report
• Ensure the weekly flash report and monthly dashboard reports are released on time
• Support the operations team with the management and delivery of the induction/PTW processes and any issues are escalated to line management

Person Specification

• Demonstrable experience working in a similar facilities administration role
• Background within manufacturing, engineering or similar environment
• Stakeholder liaison, able to clearly communicate written and verbally
• Helpdesk experience, desirable

Wish to Apply?

Send a copy of your CV to Anna Curtis at Insignis Talent -