Administration Assistant – Facilities

Administration Assistant – Facilities Department

Horsham / Pulborough

815am – 5pm Monday – Thursday 8.15am – 1pm Fridays

MAIN OBJECTIVES

Working closely with the Maintenance Technician, department managers, and contractors. 

This role is a pivotal to the successful running of the Team. Supporting the Manger with various administrative tasks. The individual will also be taking ownership of the contractor management system and coordinating facilities related tasks and documentation. 

A varied role where a broad range of experience can be gained. Experience of specific tasks is not required; full training will be given.

RESPONSIBILITIES

• Full administration and organisational support to the Department.
• Updating of internal documentation as directed through the document control centre.
• Maintaining the training log and arrange all facilities related external on/ off-site training for staff such as FLT, First Aid & Fire Marshal Training.
• Managing the internal course diary, sending out invitation and maintaining bookings etc. Liaising with the HR department to ensure training records are kept up to date.
• Purchasing and issuing PPE.
• Maintaining our accident reporting system (GSMS) in the EHSS Managers absence.
• Managing the contractor calendar and booking of contractors, arrange contract renewals, obtain quotes for work as required.
• Maintaining the Contractor Management System, to include obtaining required documentation and issuing permits.
• Liaising with the landlord on facilities issues as required.
• Monitoring and maintaining PPM logs and statutory inspection logs.
• Monitoring and maintaining the fire register.
• Raising purchase orders via the purchasing system and pre-authorising of invoices against purchase orders.
• Ordering tools and equipment for the cleaning team, arranging cover where required and acting as the team’s first point of contact.
• Coordinating the waste management documentation ensuring it is completed correctly.
• Collecting and inputting data into the Environmental dashboard.
• Carrying out regular reviews to ensure all waste channels used are the most sustainable available.
• Providing cover for simple inhouse safety checks (visual checks) in the Maintenance Technicians absence, e.g., checking first aid kits etc.
• Assisting with various other aspects of the EHSS System – full training provided.

EDUCATION/ EXPERIENCE REQUIRED

• Previous experience working within an administrative role.
• Excellent communication skills and professionalism with both written and verbal communication.
• Excellent organisational skills, a strong attention to detail and accuracy, with the ability to prioritise workload.
• Strong IT skills, proficient in MS Office applications.
• Proactive and enthusiastic with a strong work ethic.
• Process driven with aspiration to continuously improve working practices and services.
• Flexibility is essential as the role includes a wide variety of responsibilities and ability to handle a reasonable level of pressure and demanding priorities without losing attention to detail and efficiency.
• Ability to work successfully with within a small team.