Facilities/Office Administrator

Surrey  ‐ Onsite
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Description

Job Title: Facilities Admin (Maternity Cover)

Location: Addlestone, Surrey

Hours: Mon - Friday 9.30am - 3pm

Package: 7 Months contract

The Facilities Administrator will report into the EMEA Operations Manager.

Job Purpose:

Primary objective of this role: The management of office operations including 3rd party vendor management, financial management, landlord liaison, space allocation/management and day-to-day management of reception.

Main Responsibilities:

Providing day-to-day support to the UK and Dublin offices as a dedicated Facilities Administrator, ensuring their effective operation across a number of key areas, including;

Manage full time receptionist, over-seeing and ensuring that daily tasks are being carried out in a timely and effective manor. To be seen as first point of contact for the receptionist on any escalating issues. To cover reception during lunch time cover on daily basis and to cover holiday period.

Vendor management includes budgeting, coordinating and scheduling janitorial, office supplies, beverage and food services, electrical and mechanical contractors for routine and misc. maintenance and general support. Coordination and management of vendors for small construction projects within the office.

Quarterly reviews for vendors service level agreements (SLA's).

Responsible for providing expense input: Responsibilities include submitting facilities purchase orders for approval, approving invoices and providing accrual information to the financial analysts for Facilities.

To act as the primary contact and liaise with the building Landlord and Property Management Company to address any property and building issues, and to attend tenants meetings.

Coordinate with Westford Security/Amsterdam and security contractors on security related issues for the UK office.

Coordinate Home Worker program for employees

Provide updates on EC-1 data (floor plan updates/ticketing for any reported issues concerning facilities)

Attend/chair various conference calls within region and REWS (Real Estate Workplace Services) Team

Health Safety

Coordinate & develop of all aspects of the Health & Safety service for UK & Dublin, working under the supervision of EHSS department

Provide, where necessary, updates within the office area and to employees

Monthly stock checks on first aid supplies

Transportation Plans

Responsible for implementing the business' Transportation Demand Management (TDM) programs at the Site. The Transport coordinator's responsibilities include the following;

Catalog existing incentives that encourage employees to utilize alternative transportation programs and aggressively market programs to employees.

Develop and maintain liaison with employees, neighboring employers, and regional and local car-sharing programs, in order to provide the maximum amount of transportation alternatives as possible.

PA Support

Contract coordination - liaise with Lawyers and Solicitor for authorize of signatories

Provide support for travel and meeting arrangements

Visa requests

Person Specification:

  • Minimum 2/3 years facilities/office management experience with min of 30+ people
  • Excellent communication skills, both written and oral ability to liaise with other countries (no other language is essential)
  • Proactive team player
  • Good relationship building
  • Ability to prioritise/multi task in a dynamic, ever changing environment
    • Ability to Travel within Europe (if required)
    • Fluent in English
    • Excellent telephone manner
    • Must have intermediate skills in Word, Outlook and Excel
Advantage Technical Resourcing is acting as an Employment Business in relation to this vacancy. We are an Equal Opportunities Employer, a registered Two Ticks: Positive About Disabled People company and support the Age Positive scheme.
Start date
02/04/2012
Duration
7 months
From
Advantage Technical Resourcing
Published at
07.03.2012
Project ID:
328198
Contract type
Freelance
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