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- General Administration:
- Provide administrative support to the Estates Department, including filing, data entry, and record-keeping.
- Handle correspondence related to facilities management, such as emails, phone calls, and general enquiries.
- Maintain and update facilities-related records, tracking maintenance schedules, repairs, and inventory.
- Facilities Support:
- Assist with the coordination of maintenance, repairs, and cleaning services across office buildings and facilities.
- Communicate with contractors, suppliers, and service providers to ensure smooth service delivery.
- Support in monitoring and ensuring compliance with health and safety regulations within the facilities.
- Inventory & Procurement:
- Support the management of inventories, supplies, and materials required for the department.
- Process purchase orders and assist with the procurement of necessary supplies for facilities operations.
- Reporting:
- Assist in preparing regular reports on facilities-related activities, maintenance tasks, and incidents.
- Ensure that facilities management tasks are well-documented and communicated to relevant stakeholders.
- Customer Service:
- Serve as a point of contact for staff and external parties regarding any facilities-related matters or concerns.
- Provide excellent customer service by responding to requests promptly and assisting with any issues that arise.
- Health & Safety Compliance:
- Help ensure that all facilities comply with relevant health and safety regulations.
- Assist in maintaining safety records, such as risk assessments and safety inspections.
- Previous experience in an administrative role, ideally within an estates or facilities environment.
- Strong organisational skills with the ability to handle multiple tasks and meet deadlines effectively.
- Excellent written and verbal communication skills.
- Good understanding of health and safety regulations within a facilities management setting.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Detail-oriented, with a proactive approach to work and problem-solving.
- Previous experience in a public sector or large organisation environment is an advantage.
- Experience in general office administration is highly beneficial.
