Facilities Administrator

Job DescriptionManpower Recruitment are looking for a Part-Time Facilities Administrator to support the day to day running of all admin duties within a college environment in Oxford City Centre.The role is 30 hrs per week and paying £26000-£29000pa pro rata depending on experience.Start Times will need to be 7.30am/8am. Monday-Friday, but can be Flexible over four days if required.Ideally you will have building industry experience or an understanding of property maintenance issues. We seek a confident and highly organised administrator with proven written and oral communication skillsResponsibilities of the role include:· keeping accurate records of planned and reactive maintenance· ensuring that maintenance of plant and equipment is undertaken at the correct intervals· assisting with the planning and co-ordination of larger projectsThe successful candidate will have:· at least 2 years demonstrable in-depth admin experience· demonstrable Word, Excel, and Outlook skills, as well as database inputting and reporting abilities· the ability to organise own workload with minimal directionIdeally the candidate will have demonstrable knowledge of relevant health and safety documentation and an understanding of GDPR.Main Purpose of Job:Responsible for providing the Head of Maintenance and Maintenance Manager with a high level of administrative support. Keeping accurate records of planned and reactive maintenance, ensuring that maintenance of plant and equipment is undertaken at the correct intervals and assisting with the planning and co-ordination of larger projectsHealth and safety Keep accurate COSHH records and ensure that risk assessments are kept up to dateEnsure any actions from fire, health & safety, insurance inspections are duly actionedOrganise training specific to the department Arrange College ladder trainingOrder PPE; maintain distribution list of PPEService Contracts / Legislative Requirements (all sites)Make appointments for service contractors at the necessary intervals and diarise Liaise with the necessary departments that may be affected by contractor visits Have working knowledge of the H B Allen Centre and Parks Road site to greet contractors and deal with access requirementsMaintain a scheme of periodic electrical inspection testing; bringing any unsatisfactory inspections to the attention of the Head of MaintenanceMaintain an up to date list of service contractors and emergency contact detailsKeep all service records up to date and make them available when needed Co-ordinate all legislative inspections e.g. lifting inspections and gas safe registrationAct as a point of contact for utility companiesOrdering / InvoicingPlace orders with suppliers as requested by the Maintenance Manager and Head of Maintenance Assist with sourcing parts where not available from regular suppliersCorrelate invoices with purchase orders and service sheets Co-ordinate and order staff work wearProjects & Refurbishments Organise meetings with contractors on site and diaries Distribute information to contractors e.g. drawings and specs Retain project data and pass relevant documentation to archives Request Health and Safety documentation from contractors prior to project commencement and file accordinglyAssist with project logistics, advising affected parties of disruption, noise, shutdowns, access restrictions etcKeep a record of estimates and invoicesPlanned Maintenance / Rolling Programmes of MaintenanceAssist with coordinating a rolling programme of decoration with other departments and arrange contractors General admin dutiesAct as a central point of contact for the maintenance department Act as a central point of contact for tenants’ building related issuesInput authorised maintenance staff holidays into a shared calendarProcess routine correspondence and telephone enquiries Maintain up to date insurance records from all contractors Input and submit Payroll timesheet information for approval by the Head of MaintenancePrint signage as required Co-ordinate meetings and diaries accordinglyTake and distribute minutes and review actions required by others, e.g. sustainability meetingsSustainabilityInput monthly energy dataPlay an active part in the Colleges evolving sustainability planBenefitsDiscounted Bus-fare tickets to get you into the City CentreFree Lunch on siteChristmas College Close-downIf your interested in the role, please get in contact with the Manpower team.
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