Job Description

• Provide first class administrative support by updating static and web-based information on a regular basis, attending meetings and producing concise, accurate meeting notes and co-ordinating in the production of reports as required.
• Assist in the preparation, formulation, review and updating of relevant Facilities procedures and ensure they are fully implemented including process maps
• Coordination of the team including scheduling of team meetings, supply partner meetings, preparation of materials for meetings, and tracking of holiday charts where required.
• Attend meetings and chair/speak on behalf of the team if required
• Work with key suppliers on site to ensure all services provided are up to standard.
• Raise jobs via the internal system and Service desk to ensure timely closure of reactive works.
• Respond effectively to general enquiries from internal and external clients/contacts and suppliers whilst being sensitive to end user requirements.
• Provide information to all management levels.
• Where required to provide support to the Security/Reception team ensuring the reception area and meeting rooms are maintained to a high standard.
• Receive and greet visitors in a polite, professional and friendly manner at all times.
• Management of the Facilities Operations/Reception mailboxes.
• Manage car parking requests and bookings, project rooms including management of the project inbox; both require working with senior members.
• Conduct sample monitoring of contractor activity to ensure maintenance of safe working procedures.
• Conduct monthly workplace health and safety inspections, fire safety checks, cleaning audits and any other policy or statutory activities as required.
• Training for these may be required and will be provided.

Required Knowledge, Skills, and Abilities