Facilities Administrator
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Full Time/Permanent
Administration
£20,000 to £29,999
£18k - 20k per year + Benefits
West Midlands
Birmingham
AdminBirm
12-08-2019 02:32 PM
09/09/2019 02:32
WE HAVE IMMIDIATE STARTS AVAILABLE FOR THIS ROLE SHOULD YOU BE LOOKING TO START WORK ASAP
To provide a dedicated regional administrative support function and to ensure the effective and efficient operation as directed by the line Manager.
The role will encompass the delivery of key tasks, with a focus on support for the regional service delivery team.
Key duties, though not exhaustive, are listed below;
- Collation of regional information for central requests
- Manage regional data and make sure it’s current – Engineers details, site allocations etc.
- Ensuring vehicle requests, accidents, fines, tracking and misuse is monitored and administrated. Produce reports from Fleet to support ROMs in mitigating additional spend and managing engineers to ensure no excessive abuse of vehicles, fuel and hire fines.
- Recruitment & Leavers – Aide in the administration of all new starters and leavers. This includes booking them on to inductions, ensuring they have the correct IT kit (PDAs ordered), fleet, uniform and training. Ensuring any leavers are administered across the multiple info sets to ensure collections of IT kit, fleet, Stock and management of databases associated with said leaver such as Edays, 360 and IT accounts. Raising all PO’s and orders in relations to uniform, PPE and training. Provide weekly or monthly reports on starters and leavers.
- Security Clearance - this will need to cover multiple contracts as the NMN expands.
- Asset/Property - to capture and maintain IT assets and vehicles. To support IT technical challenges and own swift turnaround of issues problems with laptops/phones – ensuring engineers are fully optimised with technology
- Uniform – Queries and ordering
- Hotel & Accommodation - Booking for engineer training requirements and cancellations / changes where necessary
- Documentation- Maintain and manage central filing systems, regional folders and SharePoint.
- WIP/Quotes/Document management.
- Training – Manage on a regional basis. Keep records, arrange refresher and collate. Running i-learn reports and input data into training matrix for Training Lead to report on each month
- Comms - Support the account in the production and content for the monthly and ad hoc comms bulletins and briefings including support on the issuing of Tool Box Talks and collation of returns
- HSE - To report monthly on action from Regional Operations Manager/Supervisors site visits to ensure we are closing out actions. Support in the administration of Sevron, ensuring the system is tidy; RAs are pushed out for review and meet timeframes.
- Tools & Calibration - Ownership of spreadsheet / updating
- Callout Rota – Collation and issue on a weekly basis
- Management and Administration of Overtime - ensure overtime is submitted on time each month
- E-days – Absence management, this will require close monitoring and possibly used for overtime in the future
- P Card – Complete returns to finance and add to relevant W/Os.
- Manage Regional Quote tracker for chargeable works - advising when approvals are given etc. Receipting – Subcontractor invoices in Maximo – general housekeeping – closing orders
- Attend training and other meetings as required
- Support to scheduler/engineer needs – should not substitute scheduler admin but compliment Line manager needs
- Maintain a high level of confidentiality
Essential requirements;
- Experience of working in a busy office environment and relevant experience in a similar role
- Excellent administration skills
- Highly organised with attention to detail
- Strong Microsoft Office skills – Word, Excel & Power point
- Use all types of technology – telephones, faxes, e-mail, photocopiers, printers
- Excellent communication and interpersonal skills
- A team player but able to work under own initiative / manage own workload
- Have a proactive approach
- Well organised and prepared to be flexible in their approach
- A desire to develop and undertake training as and when required
- Wanting to achieve success, for his or her self, the business and the customer
- This role is office based but there may be a requirement to attend regional meetings / travel
If this role is of any interest at all please apply online with your CV or call Jamie on 01745 772218
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- Construction 20
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