Facilities Administrator

Description:

Job Title: Facilities Administrator, Abingdon, Permanent
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 and manage permissions.
* HSSE Audit admin - set up audit dates and manage audit calendars.
* DSE (Display Screen Equipment) queries - requesting equipment to be purchased for DSE requirements; and manage admin access rights to Cardinus (HSSE software).
* Specsavers 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; and 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 PO Requestor on behalf of management; raise POs; and 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 per annum (depending on experience)
Application Deadline: Open until filled
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