Facilities Administrator

Facilities Assistant
12 Month FTC 
Permanent
£26,500 - £28,000
 
BASIC FUNCTION:
This position is responsible for providing administrative support and assistance to ensure the smooth running of the Milton Keynes site.  Duties will include a range of administrative tasks; reception duties, facilitation of site visits, facilitating catering arrangements, managing calendars, coordinating meetings and booking conference rooms, organising travel arrangements.
 
JOB SPECIFICATIONS:
The ideal candidate will be an experienced administrative person who has ideally worked in a similar environment.  The candidate will be self-sufficient with an attention to detail and responsive to adapting circumstances.  Excellent interpersonal skills are essential as is the ability to communicate diplomatically and respectfully with all levels of the organisation including peers, senior managers and executives as well as external visitors to the site.
 
RESPONSIBILITIES AND ACCOUNTABILITIES:

• Provide administrative support, primarily to the HSSE function, but also to other managers and colleagues on site as directed by line management
• Liaise with employees – both from the UK and overseas – to facilitate travel plans as required
• Ability to work independently and to identify, and initiate as appropriate, improvements to administrative processes to enhance the efficiency of the site
• Manage the allocation of touch down desks/offices & meeting rooms for visitors to the location as appropriate
• Ensure all site visitors, internal and external, are recorded appropriately and be available to professionally greet and welcome all visitors, and organise completion of safety induction as required
• Operate site switchboard to specified service levels
• Provide a professional, welcoming and efficient front line service to all visitors. Ensure knowledge of the Company, its structure and organisational make up is current at all times and be able to converse with visitors knowledgeably about the Company if required
• Responsible for co-ordinating, ordering and maintaining appropriate stock levels of PPE for site personnel and visitors
• Maintain site MSDS database, including hard copies and online third party database provider
• Undertake various administrative tasks via the SAP system :
  • Re-ordering of technical materials
  • Batch release data entry
• Responsible for site post activities: management of franking machine, sort incoming and outgoing post, arranging special deliveries.
• Arrange courier shipments within UK and into EU with all relevant customs documentation.
• Produce relevant customs documentation for any incoming shipments from the EU to enable customs clearance.
• Maintain the site calibration database and associated documentation.
• Send out gas monitors for service/calibration to ensure monitors are always available for use.
• Maintain site induction database and undertake site inductions as required.
• Maintain and order stock of general stationery for the site, including the purchase of diaries & calendars.
• Issue order forms for prescription safety glasses.

 

• Waste Management –
  • Arrange the exchange of various waste containers when required.
  • Keep accurate records of waste produced by type.
  • Ensure any hazardous waste disposal notices are returned once disposal has been completed by contractor.
  • Check waste transfer notes against invoices for accuracy.
• Production scrap – keep records of waste produced during the production process.
• Keep records of Cooling Tower testing results, and maintain files with water testing reports etc. for compliance.
• Record information, and check for accuracy for all ‘permits to work’ completed for work carried out on site, by either contractors or LYB employees.
• Training
• Arrange and administrate training as requested for Milton Keynes, liaising with external training providers to book training and raise purchase orders to cover fees.
• Update delegates with joining instructions once courses are confirmed.
• Process supplier invoices for payment in a timely manner.
• Arrange vehicle hire if required for delegates to travel to training venue.
• Maintain and update training completion records in LMS system for both internal and external training, saving any certificates onto LMS record accordingly.
• Schedule annual safety hub training for all Milton Keynes employees as per the HSE training matrix.
• Organise refresher training for First Aiders at Milton Keynes to ensure continuous qualified first aid cover.
• Keep renewable training spreadsheet for training which needs refreshing. Inform Managers annually of all training which is overdue or due in that year. (usually in January each year) Update latest training date when it has been attended.
  • Arrange general hire cars for employees as required.
  • Organise catering for meetings as required.
  • Maintain stocks and issue free coffee / tea supplies for site, including milk levels.
  • Organise bi-annual medical health surveillance for Milton Keynes employees.
  • Arrange Taxi bookings as and when needed.
  • Responsible for the upkeep of the water coolers
  • Issue and monitor the use of Access control badges for both employees and visitors using the Lenel access control system to maintain the security of access to site.
  • Maintain stocks of toners for all on site printers
  • Check for Material master requisitions and obtain quotes from suppliers
• Point of contact for contract cleaners
  • Point of contact for confidential shredding.
  • Point of contact for Washroom services.
• Produce fire registers and check personnel in event of Fire alarm activation.
• Record BBS observations
• Record actions from Management safety walks
• Must work in compliance with the requirements of the site management systems (IATF16949, ISO 9001 and ISO 14001).

 
EDUCATION & LICENSES/CERTIFICATIONS

• Educated to a minimum of GCSE level; A-C grade in English and Maths
• Proficient in computer skills including SAP, MS Office
• Fluent in English

 
 
WORK EXPERIENCE:

• Ideally 2-3 years’ experience working in a similar role
• Experience of working for a multinational company would be beneficial
• Switchboard experience preferable

 
 
SKILLS:
 

• Proficient in Microsoft applications: Word, Excel, PowerPoint, Outlook
• Excellent communicator and relations builder
• Ability to communicate orally and in writing in an organised, effective and timely manner

 
CORE COMPETENCIES:
 

• Customer focus
• Organisational agility
• Integrity and trust
• Approachability

Altitude-Recruitment Limited acting as an Employment Agency and Employment Business.