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Facilities Administrator

J9929

Newcastle

£8.75 Per Hour

04-01-2019

Temporary – Full Time

04-02-2019

Administrator

Public Sector

Company Description

We are proudly representing our public sector client based in Gosforth for their search for a Facilities Administrator. They now have an immediate requirement to recruit for a temporary assignment to start as soon as possible till February 2019.

Job Specification

The Role

  • To provide a first class Facilities helpdesk service to the centralised offices ensuring the helpdesk is covered during core hours and all job are logged with relevant contractor/landlord as soon as possible
  • To manage FM helpdesk repairs database reviewing all outstanding jobs, updating customers/contractor as required and closing job promptly
  • To ensure contractors meet the FM SLA for each repair request, escalating where necessary
  • To ensure all office and commercial property Health and Safety statutory compliance is completed and updated in advance of expiry dates on the statutory compliance database
  • To ensure all office Health and Safety statutory compliance actions are logged with the relevant contractor/landlord as soon as possible
  • To ensure all Health and Safety statutory compliance documentation is obtained from relevant contractor or landlord and saved in the office/commercial property folder
  • To ensure all Commercial property Health and Safety statutory compliance and actions has been completed by the sub-tenants with documentation provided    
  • To identify opportunities to deliver excellent customer service by seeking improvements to current processes and ways of working
  • To ensure all suppliers are registered on the Oracle finance system and all works requested are supported by an Oracle purchase order number
  • To regular check the Oracle finance system to review and close where able purchase orders promptly
  • To raise the Commercial office rent, service charge, insurance and other invoices on the Oracle finance system
  • Provide postal duties support/cover to the Facilities Post Administrator including processing incoming/outgoing post
  • Input office/commercial pro-forma details on Opendoor
  • To ensure that time is managed effectively
  • Maintain up-to-date record of data of information, contracts and contacts for all office buildings
  • To carry out the business rates process ensuring invoices are processed promptly to the local administration team/business manager
  • To process head office facilities services administration/invoices covering archiving, taxi and kitchen supplies

The Person

  • Relevant administration experience
  • Excellent verbal and written communications skills and interpersonal skills
  • Good numerical and analytical skills
  • Competent user of Microsoft Office Applications
  • The ability to organise and prioritise work, meet deadlines, work under pressure and handle a number of tasks simultaneously
  • Ability to work accurately and a good eye for detail
  • Able to work as an effective team member with minimum supervisioAbility to deal with sensitive information, maintaining confidentialitProactive approach to resolving problems
  • Initiative and self-motivation to achieve results

 

 

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