Graduate Program - Facilities Administrator

Job Summary

The Facilities Administrator reports to the Facilities Coordinator and Facilities Manager and is responsible for providing support to ensure facilities services are provided in an effective and efficient manner. Must also always demonstrate a high level of security awareness and have knowledge of emergency evacuation procedures and Health and Safety.

• Assess building maintenance issues by conducting weekly walks of the building and recording the findings.
• Work with the Facilities Manager and Moves and Changes team to address internal space requirements and assist with team moves.
• Monitor stock levels of stationery and consumables used by employees and place orders with suppliers.
• Manage internal moves within the building with the Facilities Manager.
• Work with the Facilities Manager and Moves and Changes team to maintain floor plans.
• Assist in setting up in‑house and external events as and when required.
• Work with the Building Operations team and report all defective H&S equipment to the respective person and arrange for repairs to be carried out.
• Support the Office Service Coordinator as and when required regarding vendor management and Soft Service Support.
• Manage fire wardens and first aiders and assist with scheduling training and refresher training as necessary.
• Upkeep and review of manuals, handbooks, guidance notes, etc.
• Cover receptionist role and responsibilities when required.
• Understand basic procedures, courier suppliers and all external key contacts.
• Manage mail‑related supplies stock and place orders when needed.
• Other tasks and duties as required.

• Pro‑active and hands on, happy to support other team members.
• Knowledge of Facilities Management processes preferable.
• IT skills:
  Outlook, Excel, Word.
• Professional, friendly and welcoming attitude.
• Good attention to detail.
• Ability to show initiative.
• Excellent communication skills.
• Organisational skills and the ability to prioritise a busy workload.
• Customer service background essential.

• Degree would be beneficial.
• Technical facilities background preferred (Facilities Management, Human Resource Management, Business Administration or Marketing).