Address
Form of work
SalaryJob Description
Support the business in Belfast accurately recording requests for facilities and defects in the facilities already provided. Facilities can include building repairs, services and equipment.
Work with only general supervision to answer calls, messages and emails from staff across the Belfast site reporting requests and defects.
Compile computer-based lists of requests and defects for the facilities technical team to assess and prioritise.
Record the assessed lists of jobs in prioritised order to allow management and supervisors to see ongoing jobs outstanding.
Enter completion time data received from facilities technical team when work is completed. Monitor times between issue raised and issue addressed. Compile reports to show these response times.
Book meetings in calendars, book rooms and take minutes from team and other management meetings, publish the actions generated and track actions being completed.
Support visits to the site by facilities visitors, contractors and suppliers. Arrange access through security system, develop and send joining instructions, necessary inductions and occasionally meet and escort visitors as required by facilities management team.
General administration including producing documentation, photocopying, filing of records electronically and in hard copy and ensuring stationery stocks are maintained at required levels.
Following familiarisation and briefing - support facilities team by administering purchase requests, receipts, invoices and incoming mail.
Following familiarisation and briefing engage with external contractors and suppliers to assign jobs to them following our procurement processes using our IFS electronic system.
Capable administrator.
Knowledge of and proficiency in Microsoft Office products Word, Excel, Powerpoint, Outlook
Confident phone manner, capable and willing to interact with all staff across the Belfast site
Excellent teamwork and communication skills.
Ability to work in physically demanding and sometimes adverse conditions.
Attention to detail and a commitment to quality work.
Able to prioritise and work with only minimal general supervision in a busy and fast-moving team.
Willing to adopt safe working practices in the office environment and wear PPE for moving around the site in support of visits following induction training.
Qualifications
Completed high-school education with GCSE or equivalent in Maths and English.
Administrative and IT qualifications at Level 3 or experience that could be considered equivalent.
Experience as an administrator with a high degree of autonomy in a busy and fast-moving environment, used to working on their own initiative.
Additional Information
- Competitive base salary
- Company pension
- 33 days holiday
- Life Assurance
- L&D opportunities
If you experience difficulties or are unable to apply for a role on-line please contact us at (url removed) and one of the team will be in contact to help you.
