371 - Facilities Administrator
PERMANENT OPPORTUNITY
Reference: 371
Summary of the Facilities Administrator role:
Our client is seeking an experienced administrator to assist the Facilities and Safety Leadership in the monitoring and delivery of the Facilities Management & Safety Management as well as improving their internal processes and financial control. The Facilities administrator will also provide admin support for the wider General Site Services team.
Facilities Administrator Deliverables / Outcomes (include but are not limited to):
HSSE Admin-related duties:
Administrator of COSHH Database.
- Grant access.
- Manage permissions.
HSSE Audit admin.
- Set up audits dates.
- Manage audit calendars.
DSE (Display Screen Equipment) queries.
- Requesting equipment to be purchased for DSE requirements.
- Manage admin access rights to Cardinus (HSSE software).
Specavers Vouchers.
- Issuing vouchers to colleagues who need VDU or lab safety glasses or an eye test.
General Site Service support:
Site Services SharePoint Management.
- Primary owner and point of contact for the site services SharePoint.
- Develop and maintain the site services portal.
- Develop the Document Control process.
- Create and maintain folder structure.
SAP (financial management platform)
- Primary point of contact for Site Services SAP requirements.
- Manage Purchase Order (PO) requests for Site Services team; Operational and Capex.
- Population of Purchase Order Requestor on behalf of management.
- Raise POs.
- Assist with PO management.
Supporting the Site Services Leadership to align and embed Facilities Management (FM) Providers with client practices, including communication, OIMS (Operations Integrity Management System), safety and general expectations.
To serve as the Secretary for the Operations Integrity Committee (OIMS 1.1).
Management of Change for Site Services (OIMS 7.1).
Be knowledgeable about FM-related OIMS and be able to answer questions on these OIMS from stakeholders.
Lead cost or time-saving initiatives, such as the introduction of reusable cups, or lab coat badges.
Provide Financial support to the Site Services Team (including projects) through the creation, monitoring and troubleshooting of POs.
Review the financials of the outsourced FM provision, ensuring value for money, correct assignment of costs, and creation of Change Control Note of the main contract where required.
Create management reports that show the demands across site to ensure correct financial assignment, showing areas of potential savings and a passion for profit.
Work autonomously across all areas.
Engage with key stakeholders (both internally and externally) when required.
Enhance outcome delivery and ensure success.
Manage email Distribution Lists.
Support with ad-hoc events, such as External Assessments, visitors, and team events.
Support the values of the client.
Any other duties as required.
Skills, Experience & Qualifications:
Good verbal and written communication skills.
High level of organisation skills with an eye for detail.
Effective communication and interaction with colleagues.
Ability to respond to changing requirements and work across multiple interfaces.
Experience of FM delivery from an admin perspective.
Location: Abingdon, on-site
Start date: Immediate
Duration: Permanent (with initial 3–6 month probation period review)
Salary: £33,000 - £38,000 (depending on experience)
Application Deadline: Open until filled
*** No Visa Sponsorships Available ***
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