Our client is looking for a temporary facilities administrator working 15 hours a week for roughly a month.
Job purpose:
To provide a high level administrative service to the Estates and Facilities team.
Main duties and responsibilities:
- General administrative duties: Typing of documents/letters/emails, diary management, logging and distributing post, filing/shredding/scanning
- Meeting facilitation: Organising appropriate times/rooms/catering/preparation of papers, note taking, ensuring actions are completed etc for the following meetings:
- Health and Safety Committee and any associated sub groups or areas of work;
- Cleaning team;
- Estates and Facilities team;
- Liaising with contractors/cleaning suppliers to obtain quotes, ensuring value for money in line with policy.
- Raising purchase orders and processing invoices according to processes
- Monitoring stock levels and placing orders for equipment/stock on behalf of the Estates team and Cleaning team,
- Organisation and logging of CPD/overtime/TOIL/annual leave for the team
- First point of contact for any queries or enquiries
- Maintain the Estates Service Desk and the Housekeeping Service Desk, allocating work accordingly
- Develop and maintain effective, easy-to-use electronic and paper-based files/records for: Asset, Key and Risk Registers, Estates Preventative Planned Maintenance (PPM) cycle, Estates archiving systems, Health and Safety Policy and Arrangements
- Booking contractors onto site, ensuring RAM’s and other relevant documentation is provided prior to visits.
- Management of the fleet of vehicles: Ensuring routine maintenance is carried out, vehicle boxes are kept up to date, Booking in MOT’s, services, & updating Tax renewals, ensuring Blue Badges are renewed annually
- Maintaining the RNC Drivers documentation, making sure they are updated annually and logged on the system
- Organisation of MIDAS training for staff
- Monitoring Service Agreements and budgets