Facilities Administrator & Receptionist

Main Responsibilities

To provide administrative support across Reactive Repairs and Maintenance (RRM) and Planned Preventative Maintenance (PPM) activities covering 28 care homes and 18 lease offices. The role also includes providing reception and administrative support to all departments within the Support Office.

Facilities Administration

• Administer reactive jobs using the RADAR digital compliance system.
• Respond to Outlook enquiries.
• Answer calls to the Facilities Department.
• Arrange callouts with service providers.
• Follow up on reports, quotations and other information.
• Schedule PPM dates in shared Outlook calendars.
• Raise purchase orders as instructed by the Facilities Team.
• File electronic reports, certificates and other important documents.
• Conduct the weekly fire alarm test for the Support Office.
• Update and maintain asset lists.
• Contact suppliers for insurance documents and RAMS.
• Enter and maintain data using Microsoft Excel.
• Provide holiday and sickness cover, which may involve additional hours.
• Provide additional administrative support to other Head Office teams when required.

Reception Duties

• Answer incoming calls in a welcoming and efficient manner.
• Forward calls to the relevant departments.
• Answer the door and greet visitors.
• Direct visitors to the appropriate department.
• Receive deliveries and distribute incoming post.
• Arrange refreshments for meetings when required.
• Prepare tea and coffee for visitors and meetings.
• Cover the Senior Receptionist’s annual leave and lunch breaks when required.