Facilities Administrator

Job Purpose 

The Facilities Administrator will support the Senior Facilities Manager (SFM) in the day-to-day running of the building and will be responsible for managing suppliers, overview of the property risk and compliance system (RiskWise), key financial administrative tasks including, budgeting support, expense tracking, and invoice processing. 

Communication Lines 

• Ashdown Phillips & Partners – CEO, Directors, surveyors, consultants, accounting, staff and FM Team 

• Property Service Partners.  

• Health & Safety Consultants/Insurance Inspectors. 

• Occupier key contacts.  

Key Objectives 

• Provide the Facilities Management team with operational support.

• Provide the Facilities Management team with administrative support. 

• Support the Facilities Management team with statutory compliance. 

• Support the Facilities Management team with financial management. 

 Key Accountabilities 

• Manage the helpdesk facility for the FM team 

• Managing, co-ordinating and administering site-based events and activities. 

• Raise purchase orders for works approved by the FM team in a timely manner. 

• Process invoices approved by the FM team in a timely manner. 

• Maintain service charge trackers for the property. 

• Ensure RiskWise is always updated. 

• Liaison with contractors and occupiers to update on outstanding issues. 

• Coordinate maintenance visits between contractors/occupiers. 

• Co-ordinate diaries and meeting timetables as required. 

• Take responsibility for record keeping as directed by the FM team. 

• Manage and develop relationships with contractors to ensure compliance with contracts and continued delivery of agreed services.   

• Assist in population of monthly reports. 

• Ad-hoc duties commensurate with the role. 

 Person Specification 

Well organised and proactive individual with strong understanding of supplier coordination, financial administration and helpdesk management.   

• Problem solving skills to continue to match resources to achieve various service requirements. 

• Excellent organisational skills and time management, able to meet tight deadlines and respond in emergency situations. 

• Self-motivated and able to work on own initiative without ongoing direct supervision. 

• Excellent interpersonal and communication skills able to effectively communicate at all levels and operate comfortably as part of a multi skilled team. 

• Willingness to adopt a flexible approach to working patterns to respond to the changing needs of the property. 

• Excellent IT skills particularly Microsoft packages.