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Administrator
Location:L35 5DR
Working Hours: 37.5 hours per week (Start Time - 8:30am)
Key Responsibilities:
- Annual Leave & Absence Management: Monitor and update employee leave and absence records in V Nexus.
- Stationery Ordering: Maintain and order necessary stationery supplies for the team.
- Job Logging for Contractors & Team: Log and track maintenance requests and jobs for contractors and on-site staff.
- Email Assignment: Assign incoming emails to the appropriate members of the administrative team.
- Administrative Support to Maintenance Department: Provide general administrative assistance to the maintenance team as required.
- Contractor Sign-In/Out: Ensure contractors sign in and out daily, following necessary procedures.
- V Nexus Updates: Regularly update V Nexus with contractor sign-in/out details and job statuses.
- PPM & RM Follow-ups: Monitor and follow up on Planned Preventive Maintenance (PPM) and Reactive Maintenance (RM) tasks.
- Job Reports: Run periodic reports on outstanding or overdue PPM and RM tasks, following up where necessary.
- On-Site Team Rota Management: Create and update the rota for the on-site maintenance team.
- On-Call Rotas: Manage and update the on-call rotas as required.
- Work Order Re-allocation: Reallocate work orders to staff or contractors as needed.
- Email Replies: Respond to and manage email communication related to maintenance tasks and follow-ups.
- DBS Checks: Ensure that all necessary DBS (Disclosure and Barring Service) checks are completed for contractors and staff.
Key Skills & Qualifications:
- Experience: Proven experience in maintenance administration or a related field, preferably in facilities management or a similar industry.
- Skills: Strong organisational and multitasking abilities, excellent communication and interpersonal skills.
- Technical Knowledge: Familiarity with maintenance processes, equipment, and common industry practices.
- Software Proficiency: Experience using maintenance management software and tools (e.g., V Nexus) to log, track, and report on maintenance activities.
- Attention to Detail: High level of attention to detail with a focus on accuracy and effective problem-solving.
- DBS Requirement: Must have or be willing to obtain a DBS check for security clearance.
