Facilities Administrator (Wembley)

The Facilities Administrator will be responsible for supporting Management in their daily duties, which will include the administration of front-line day to day operational and strategic Facilities, Estates and Project Management.,

• General administration duties.


• Ensuring the successful delivery and record of work requests and site visits for the company, ensuring requirements are met and delivered on time, within cost, safely and to a high-quality using company systems, processes, and procedures.


• Management of the company's staff tracking and timekeeping system, ensuring timesheets are up to date and submitted within the required deadlines.


• Invoice reconciliation, tracking and processing.


• Administration of Facilities Management documentation and contracts.


• Maintaining the FM Team shared folder ensuring folders and documents are kept up to date.


• Organising training for learning development requirements.


• Tracking and coordinating Health and Safety and work-related training as required.


• Ensuring the effective record of contractor attendance and contractor, third party and supplier vetting using company systems, processes, and procedures.


• Management and implementation of team induction pack and programme for new starters.


• Management of the Team meeting calendar, ensuring attendance, agenda setting and minute taking.


• Desk planning and ordering office equipment as required.


• Sourcing and ordering work equipment and materials for the cleaning and maintenance teams as required.


• Performing general clerical duties to include, but not limited to, copying, mailing, scanning, laminating, and filing.


• Where applicable, answering telephones and transfer to appropriate staff members.


• Opening, sorting, recording, and distributing incoming correspondence, including emails


• Coordinating weekly team meetings and keep up to date with diary management


• Managing team details, i.e., daily attendance records, training records and holiday records. Produce monthly summary reports and flag any issues.


• Note taking in Facilities team meetings and sending out action reports


• Processing and managing purchase orders on behalf of the Management Team and allocating equipment


• Maintaining constructive relationships with a broad range of internal and external stakeholders.


• Reporting regularly to management and other internal stakeholders as required by management.


• Building effective professional relationships within the team.


• Ensure planned maintenance activities are completed on schedule and within budget, and that urgent repairs are completed within approved timescales.


• Supporting departmental financial processing and reporting.


• Assist in the development and implementation of a multi-site maintenance, inspection, risk management and repairs programme.


• Ensure effective communication with staff and contractors (including third parties and suppliers).


• Participate in developing and improving department standards, methods and processes that will improve yours and the company's performance and efficiency.


• Proactively participate in furthering your professional development, maintaining growth in professional skills and knowledge deemed essential to the role.


• Performing other related duties as required.
  
  Experience in a similar role or possessing the required competencies.


• Highly motivated and driven to deliver and learn within the role, with the ability to work independently and as part of a team.


• Strong organisational skills.


• Computer literate - Microsoft and other relevant software packages.


• Excellent written, numeracy and verbal communication skills.


• Excellent client-facing and internal communication skills.


• Effective at planning, monitoring and reviewing.


• Self-starter with high degree of initiative, urgency, and follow through.


• Possess strengths in organisational, attention-to-detail, reasoning, critical thinking, and problem-solving skills.


• Ability to effectively work as part of a team and have a genuine desire to assist colleagues.


• Ability and the willing to participate in developing and improving department standards, methods and processes that will improve yours and the company's performance and efficiency.


Desirable

• Professional development training within the relevant fields.
  
  At NW London Commercial, we're committed to providing tailored commercial spaces to businesses of all sizes, from small start-ups to large corporations. We have offices, warehouses and outdoor storage available across North West London in range of sizes - from 150 square feet to over 30,000 square feet. Plus, all of our commercial spaces are available on flexible leases and include free parking, 24-hour access and around-the-clock security.