Facilities Administrators

Are you looking for a Part Time Admin role that provides growth and flexibility?
Would you like a varied role where no two days will be the same?
Do you have strong organisational skills with the ability to prioritise and re-prioritise easily?
We are growing our Head Office Facilities team to support our expansion at Pavers. We have two Facilities Administrator opportunities to join us, both on a part-time basis at our York Head Office (Northminster Business Park).
One position is Permanent on a 30 hours per week contract and a second, 12 month Fixed Term contract to cover Maternity Leave, 32 hours per week. Both roles can be considered over 4 or 5 days, Monday to Friday, between the hours of 8am and 5.30pm.
As a Facilities Administrator, you will be the first point of contact for our Head Office and Retail Stores on all area's maintenance related, off-site meeting room requirements, reception cover and central Head Office call handling and redirection to name a few.
You'll need a confident telephone manner to deal with customers, suppliers, contractors and 3rd parties in the multi disciplined team, be comfortable using spreadsheets, used to questioning to get more detailed information and know how to prioritise with one eye on the cost to succeed in the role.
Pay & Benefits for our Facilities Administrators
£11.70 to £12.17 per hour depending on experience;
Generous Staff Discount
Discretionary Annual Bonus scheme
Free onsite parking at York Head Office
Death In Service Benefit
Holiday Entitlement (Increases with service)
Company Contribution Pension
Access to RetailTRUST (Wellbeing & Financial Support)
Access to the Pavers Foundation: employee-led grant application and charitable giving scheme
Access to wider training and development opportunities through Pavers Academy
Main duties of our Facilities Administrators
Assisting the various business teams with sourcing and booking internal & external meeting rooms.
Managing the switchboard and reception area for Head Office locations, including unlocking and locking of main entrances & greeting visitors.
Dealing with correspondence into the company, (emails/letters/packages etc.) and processing out-going mail
Managing the company facilities help desk inbox and management systems, acting as an initial point of contact for stores, suppliers & credit control teams.
Actioning repair/maintenance issues and requests; reporting to relevant contractors or internal maintenance team using facilities management software and email
Liaise with suppliers to obtain best possible quotes for all areas of the department.
Keep regular contact with service providers to ensure raised jobs are completed within the agreed SLA's
Keep company portfolio databases & spreadsheets up to date with all relevant information in a formalised manner
Authentication of invoicing, cross referencing with purchase orders, sage and credit control teams
Coordinate the setup of new service providers/utility contracts for new locations and process final account documentation on store closures
Upkeep of relevant service contracts and agreements, reviewing annually for renewal where applicable
Fulfilment, ordering and dispatching of non-inventory items to stores including packaging and distribution of some items.
Review stores monthly reports, log and resolve any maintenance and H&S issues
Liaise with HSE Manager to ensure compliance of HSE & Facilities certification in stores and HO at all times; maintain company compliance with all standard regulations and legislations
About you
Strong administration and organisation skills, with the ability to prioritise and re-prioritise easily
Ideally have previous admin or reception experience
Strong written and verbal communication skills
Good MS office skills
Used to questioning to get more detail
Retail/Customer facing experience would be beneficial
About Us
At Pavers we are passionate about providing comfort and happiness to our customers, and we make sure to employ people who are as passionate as we are. We always look for happy, confident, upbeat people, and we provide great jobs in a supportive family environment for them. We know that without our colleagues there is no business, and so the better we look after you, the better service you will provide our customers.
Pavers is a growing, highly profitable, independent family-run business with a strong balance sheet, employing over 1,800 people across our estate of circa 200 Stores, Head Office & Distribution Centre, and we remain acquisitive.
We were voted one of the Top 10 Employers in Retail in the UK in 2020 and were recognised as a 3 Employer with 'World Class' levels of workplace engagement by Best Companies in 2023. At Pavers we truly believe the talents, passion, and dedication of our employees are the reasons for our success. As of 2023 we are working towards obtaining menopause friendly status.
In 2021 we became the first major retailer to achieve Carbon Neutral status and have proudly maintained this standard ever since. Championing sustainability is at the heart of everything that we do, and we're committed to changing the future of retail for the better acting in an environmentally and socially responsible manner.
Giving back is in our nature as a Business and in 2018 we established the Pavers Foundation, in the memory of our late founder, Catherine Paver. Since then, the Foundation has awarded grants for causes close to our colleagues' hearts for; community, education, and areas of health, totalling more than £2m, growing year on year.
If this sounds like the kind of business you'd like to know more about, we'd love to hear from you - please apply today for the role of Facilities Adminstrators!