Purpose of the Role

Support the business with the delivery of administration and compliance on site.

Key Responsibilities

Compliance / help desk

· Contractors management - reception for all site contractors, checking documentation and ensure all are compliant to site rules and regulations.

· Manage Re-Active Tasks (Daily)

o Manage incoming requests for remedial works from wider team

o Assign task liaising with Maintenance Manager

o Load to CAFM as re-active task and assign to Tech Team with correct timescales

o Review weekly to ensure tasks are completed, liaise with Maintenance Manager.

o Run SLA Reports performance

Manage Follow Up Tasks (Weekly)

o Follow up tasks are created by the Tech Team following PPMs works

o Create report of all active follow up tasks twice a week and issue to Maintenance Manager

o Ensure that all tasks are assigned / actioned with notes

o Review assigned follow up tasks to ensure they are completed liaising with Maintenance Manager

Assign Site Team PPMs (Monthly)

o Upload all active PPMs from CAFM using agreed template

o Issue to MM & TSM for assigning

o Assign on CAFM

o Issue report to MM & TSM following assigning

Lift & Escalator Reports

o Log all call out and maintenance visits onto CAFM from the E-Doc sent from Kone

o Summarise maintenance visits on spreadsheet to track performance

o Issue to TSM on a monthly basis

Chasing Actions (Weekly)

o Run report of outstanding actions from DataStation and send out to team

Monthly Checklist

o Create Monthly Checklist on DataStation

o Using template issue to relevant team leaders

o Collate responses

o Complete online Monthly Checklist publish, print and distribute to wider team

General Administration:

o Key management

o Uniform Management

o Locker Management

o Any other administrative task required

Skills, Knowledge and Experience

Skills:

· Polite, professional, articulate, outgoing and a confident communicator (both written and verbal).

· A high level of interpersonal skills and a willingness to work as part of a team collaborating with both the local team and relevant head office departments.

· Ability to prioritise workload and meet the daily demands of the team either working alone or as part of a team.

· Computer literate in Microsoft Office applications, skills in Excel, Word and PowerPoint are of importance.

· Adaptable and flexible whilst working in a busy multi skilled office environment.

· Excellent attention to detail and presentation.

· Understanding the need for confidentiality when dealing with both internal and external information.

Qualifications and experience:

Essential:

· Previous experience of working in an administrative role

· Computer literate in Microsoft Office applications, skills in Excel, Word and PowerPoint are of importance.

· Experience in working with H&S safety documentation – RIDDOR, RAMS etc.

· Experience with a facility management system

Desirable:

· Knowledge of financial systems and budget management

· Knowledge of building regulations

Working Hours - Part-time Friday 06:00 – 16:00 & Saturday 06:00 – 16:00

Salary - £13.89p/h

#LI-DNI

Please see our Benefits Booklet for more information.