Administrator

Job Title: Administrator Current contract length: Until 28/02/2025Hourly rate: £12.52Location: Bristol, BS1

Responsibilities and key tasks:

• Administrative functions: Maintain all aspects of the site computerised management CAFM system to ensure 100% compliance in meeting with the Statutory SFG20 and KPI's.
• Communication with suppliers via email and telephone utilising supporting programmes such as Microsoft Office; Word, Excel, PowerPoint & Outlook. Running diary entries, creating, and updating data on Excel spreadsheets and participating in Teams meetings.
• Opening, logging, acquiring authorisation and updating of all tasks with the required supporting documentation, tracking through to completion, closing of jobs and signing off to history on the above system.
• As the first point of call, control the site security and visitor/contractor visitations access.
• Responsible for the image and visual standard of the site taking ownership of any issue or concerns requiring attention
• Conduct daily self-assessment site walk-about checks and log/action findings
• Ensure the safety and management protocol associated with visitors and contractors.
• Liaise with site management to ensure issues are communicated, priorities and actions are understood, and updates are provided.
• Liaise with key stakeholders to programme support tasks efficiently and effectively to minimise downtime on pre-planned (PPM's) and reactive maintenance.
• Prepare and process site paperwork for the attending Engineers/Operatives to undertake PPM's and reactive works.
• Ensure all contractors, under sphere of control, operate within appropriate SHE processes and client HSE standards
• Responsible for first line implementation of reactive events. For example, Fire Alarm activation, power outages and emergency maintenance callouts.
• Ensure the premises Health and Safety and COSHH compliance aspects are upheld.
• React and execute any general repairs and maintenance duties when required or requested.
• Porterage and logistical support services as required - stationery/ stores ordering, mail distribution, furniture re-organisation, packaging, and storage of materials
• Undertake Statuary Inspections and general monitoring of all services, including but not limited to, the management of CCTV, weekly fire & lift alarm tests, security intruder alarm systems, Mechanical & Electrical systems, Fire & Water detection units, legionella and recording of water temperatures.
• Act as part of site Emergency Team i.e., Fire Marshall and First Aid as required for emergency control activities
• Report all incidents, occupational illnesses, and emergencies in relevant books/ documentation
• General maintenance to both building and grounds including but not limited to sweeping, cleaning, waste management, stocking of tea stations and toilet facilities, monitor & maintain stationery levels and winter gritting
• Undertake and/or facilitate the site infrastructure maintenance and repairs.
• In addition to the tasks mentioned above, other activities and responsibilities may be individually defined
• Undertake mandatory training courses

Knowledge skills & experience

• Strong administrative skills, attention to detail, filing and record keeping
• Computer skills: Microsoft Office; Word, Excel, PowerPoint & Outlook
• Communication Competency: Verbal, Email generation, telephonic with a Teamwork mindset
• Good understanding of Health and Safety, COSHH requirements within a building environment
• Good customer relationship skills
• Knowledge and ability to undertake basic building maintenance, handyman, security, or janitorial duties

Person

• Presentable, approachable with a professional demeanour
• The ability to work under own initiative and escalate matters resourcefully, yet have a team synergy mindset
• Good communication and written skills
• Customer focused
• Self-motivated and resourceful

If this role is of interest please apply, applications are reviewed daily. Alternatively, please call Daisy on to discuss further.

Please note that no terminology in this advert is intended to discriminate on the grounds of a person's gender, marital status, race, religion, colour, age, disability or sexual orientation. Every candidate will be assessed only in accordance with their merits, qualifications and ability to perform the duties of the job.