Job.

Facilities Administrator

  • Near uxbridge
  • £27,000
  • Permanent
  • 01 Jul 2019

JOB TITLE

FACILITIES ADMINISTRATOR

DEPARTMENT

FACILITIES MANAGEMENT

Date of Issue

25/02/2019

LOCATION

DENHAM

REPORTS TO

FACILITIES MAINTENANCE MANAGER

NUMBER OF REPORTS

NONE

 

JOB PURPOSE

 

Reporting to the MBA Facilities Maintenance Manager – Support the organisation and coordination of non-production maintenance activities required to ensure that the Martin Baker Sites, Buildings, Grounds and Infrastructures are maintained to a good standard and provide a safe environment for employees and visitors.

 

KEY ACCOUNTABILITIES

Time Spent %

​ The successful candidate will have Facilities Management or Building Services experience, excellent administration skills and have used CAFM Explorer, Concept Evolution, Maximo or similar CAFM systems.

​ Administration and maintenance of the MBA Facilities CAFM / Helpdesk reporting system, to ensure that all planned and reactive tasks are processed, in a timely manner:-

o​ Act as central point of contact for Facilities Helpdesk.

o​ Receiving and logging Planned Preventative Maintenance (PPM) and Reactive Maintenance (RM) tasks.

o​ Assignment of tasks (under the direction of the Facilities Maintenance Manager) to the appropriate Facilities maintenance resource.

o​ Closure of tasks upon completion and data entry of Engineer worksheets into CAFM / Helpdesk system.

​ Produce weekly reports covering metrics and performance (KPI’s / SLA’s) of the Facilities Team and Service Partners, against completion of planned and reactive maintenance tasks

​ Assist the Facilities Maintenance Manager to ensure that the compliance register is kept up to date, compliance tasks are scheduled and completed

​ Liaise with Contractors and Service Partners, to clearly communicate and ensure compliance with all MBA policies, guidelines and technical /contractual standards

​ Assist Facilities Maintenance Manager with coordination of Site Log Books

​ Supporting the Facilities Team in the production of ad-hoc reports

​ Providing administrative support for both Facilities Construction and Refurbishment projects

​ Participating in weekly Facilities Management Team progress review meetings

​ Provide Administrative support to ensure the smooth running of the Facilities Department

​ Ensure that all office paperwork is current and up to date and assist with the production and administration of all Departmental procedures

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

SECONDARY ACTIVITIES / TASKS

Undertake the following duties as may be required to assist/provide cover for the Departmental Facilities Buyer:-

​ Logging staff attendance and completion of electronic time and attendance records.

​ Raising purchase orders, maintaining purchase orders, processing supplier invoices and resolving any financial duties.

​ Checking Facilities items which have been received, match to delivery note and putting into stock.

 

 

EXPERIENCE, KNOWLEDGE & SKILLS

 

ESSENTIAL

DESIRABLE

EXPERIENCE & KNOWLEDGE

 

 

​ 5+ Years experience working in a Facilities Maintenance / Helpdesk Administration role.

 

​ Experience working in an ‘Outsourced Service Provider’ environment.

 

SPECIFIC / TECHNICAL SKILLS

 

 

​ Good PC based skills, with experience in Word/Excel and Outlook

​ Excellent verbal and written communication skills

​ Administration of CAFM / Helpdesk software systems.

 

 

EDUCATIONAL QUALIFICATIONS REQUIRED

 

 

RELEVANT PROFESSIONAL MEMBERSHIPS

 

 

SECURITY CLEARANCE REQUIREMENT

 

CONTROL OF EXPLOSIVES REGULATIONS COMPLIANCE

 

PERSON SPECIFICATION / COMPETENCIES

 

​ Ability to prioritise and manage workload in a complex, fast-paced environment.

​ Ability to assess and evaluate situations effectively

​ Excellent time management and organisational skills.

​ Methodical / attention to detail and accuracy

​ Good interpersonal skills – Team Player

 

 

 

 

SIGNED IN ACKNOWLEDGEMENT

BY JOB HOLDER

NAME IN FULL

DATE

 

 

 

 

COUNTERSIGNED BY JOB HOLDER’S MANAGER

NAME IN FULL

DATE

 

 

 

 

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