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SalaryWe are currently looking for a Facilities Administrator/Receptionist who will be the first point of contact on entry to the office and will play a cruical role in proactively supporting the office and workshop facility through coordination of both planned and ad hoc maintenance programes to minimise downtime across business operation. Additionally within the role you would ensure that the workshop and office facilities adhere to company standards and accepted code of practice and will be the main point of contact for all site facilities, proactively supporting the smooth functioning of the entire facility at Turriff.
JOB ROLES & RESPONSIBILITIES
- Coordinate annual planned facility maintenance programs.
- Log and record requests for ad hoc facility and plant maintenance / repairs.
- Liaise with 3rd parties as required for facilities / plant maintenance / repairs.
- Work with Supply Chain Team to obtain quotes and place orders for parts and services.
- Ensure supplier and contractor vetting procedures are adhered to.
- Liaise with workshop departments to ensure accurate maintenance records are maintained for plant and equipment.
- Maintain departmental and equipment registers, ensuring records are updated in a timely manner.
- Produce weekly KPI reports and present to department manager.
- Liaise with site handy person to ensure timely completion of site maintenance tasks.
- Issue plant maintenance reminders and associated paperwork.
- Pro-actively manage stock levels of office equipment including items such as stationery and refreshments.
- Coordinate the ordering and delivery of hospitality packages for events, meeting, and training.
- Assist in the processing of new start / leaver information for IT equipment and profiles.
- Maintain company noticeboards in both hard copy and digital format.
- Pro-actively communicate with department members to mitigate potential issues with maintenance schedules.
- Arrange rental of additional plant in line with business operational requirements
- To provide reception services including answering and directing calls, sorting, and processing mail, welcoming and directing visitors to the site.
TO SUCCEED IN THIS ROLE, YOU WILL NEED:
- Proven experience in a front facing customer service role
- Good understanding and experience in working with Microsoft365.
- An administration background in a multi-disciplined environment
- Good interpersonal skills with the ability to communicate both written and verbally with management, colleagues, contractors, and various other external stakeholders.
- Familiar with legislative requirements for heavy plant and machinery would be an advantage.
- Familiar with CDM regulations would be an advantage.
Location: ACE Global Headquarters, Turriff, Aberdeenshire, Scotland
Position Type: Full time, Permanent
