Job Description

• Receipting invoices for various supply chains and contractors while vetting them for payment
• Departmental scanning of documents for archive
• Ensuring correct coding of Building Services invoices ensuring they are coded to the correct budget line.
• Keeping accurate logs of all departmental spends vs. budget for all UK Group Offices.
• Tasked with raising purchase orders for all UK Group Offices of any value providing them with accurate descriptions often approved at Board level.
• Logging of maintenance calls for all UK Group Offices, as well as assigning jobs to relevant people.
• Provide cover for other departmental areas as required (Reception, Goods In, Replenishment)
• Processing leavers for specific sites/car park data log sheets and other various software’s
• Preparing reports and documentation as required, often by Head of Building Services
• Updating department filing and managing key logs
• Provision of specific site parking permits and record keeping
• Placing online food orders for specific sites
• Logging and reporting bicycle defects while keeping an overview on the maintenance of the entire Ocado fleet
• Ensuring battery and toner recycling carried out/shredder visits take place
• Being a collaborator and able to work with or provide advice to Ocado’s international colleagues on supply chains.
• Coordinate the induction and on-boarding of new staff and contractors, including managed services staff.
• Working with other departments to “fault find” issues with their procurement systems
• Assists in the smooth operation of the Foundation including assisting with promotional materials
• Assists HR with the distribution of anniversary rewards company wide.
• Design and preparation of Promotional Services, marketing, and information materials for internal communications department, including but not limited to posters, handouts, user guides etc.
• Ownership and management of all stationery ordering, authorizations and price matching
• Managing departmental emails daily
• Managing the Building Services contract list including Evac chair servicing, Billitaps etc.
• Providing full support to Building Operations Managers and Space and Move Manager e.g. furniture orders/move matrix
• Responsible for carrying out the cash handling and banking for all sites with the use of secure cash in transit services
• Full departmental admin support (holidays & overtime)
• Health and Safety/fire warden & First Aid management - Integral for the distribution of fire warden and first aider notices and provisions.
• Oversees the ordering and implementation of COVID provisions through the replenishment team.

What we offer you

• 30 days ‘working from anywhere in the world’ policy
• Wellbeing support through Apps such as Unmind and an Employee Assistance Programme
• Pension scheme (various options available including employer contribution matching up to 7%)
• Private Medical Insurance
• 22 weeks paid maternity leave and 6 weeks paid paternity leave (once relevant service requirements complete)
• Train Ticket loan (interest-free)
• Cycle to Work Scheme
• 15% discount on our website and free delivery for all employees

Required Knowledge, Skills, and Abilities

• Creative problem solver
• Good working knowledge of all applicable IT systems
• Strong communication skills
• Keep Building Services and team updated on progress of various work streams