Facility Coordinator; Site Administrator ERF

Responsibilities

Reporting to the Plant Manager, the Facility Co-ordinator is a keystone role that will provide executive assistance to the site managers and provide technical administration and oversight of the facilities document control systems and processes in line with Encyclis’ business policy.

• Support the Plant Manager with executive assistant duties.
• Tracking and scheduling ERF staff training, administration of training certificates.
• Consulting with department managers, team leaders and supervisors to comply with the safety critical training matrix and arranging O&M training with training providers.
• Ownership of Walsall Document Control, SharePoint systems, databases and filing systems.
• Using SharePoint and driving electronic sign off for SMI, LMI, SOPRAs and RAMS
• Maintain records of dayshift staff holidays, and Operations and Maintenance shift rotas.
• Provide administration support to managers during outages.
• Uploading documents and records to SharePoint for toolbox talks, briefings, SOPRAs and RAMS
• Supervise and oversee the admin block cleaning team to ensure excellent standards of cleanliness within the administration block meeting rooms, offices, welfare facilities and contractor cabins.
• Maintain stocks and supplies of welfare, cleaning, and sanitation materials.
• Maintain cost effective stocks and supplies of stationary requirements for all admin facilities, offices, and meeting rooms.
• Responsible for managing the leases of water, coffee and confectionary machines and replenishments.
• Organising and scheduling internal and external meetings and events, including all catering requirements.
• Arranging specialist travel arrangements, transport, and accommodation bookings
• Compiling administrative reports, presentations and correspondence associated with Walsall ERF
• Prepare and maintain staff induction and onboarding records.
• Coordinate and maintain records of PPE orders and records of issue, in line with EN Standard and approved suppliers and equipment.
• Liaise with IT Manager to coordinate IT requirements across site, including managing stocks and re-order of IT consumables.
• Cover reception duties for any visitors to site and administration of site and H&S inductions.
• Take minutes at key O&M / EPC meetings as required and communicate minutes and outcomes to the relevant stakeholders.
• Design administrative documentation, letter heads, to cover the requirements of all site communications.

Qualification Requirements

The preferred levels of education are to a National Diploma or National Vocational Qualification Level 3 or 2 in a technical or science subject, although relevant other qualifications with energy recovery or large process plant experience will be considered for the role.

Experience Requirements

Previous experience in energy or construction sector is desirable.

Previous experience as working as a technical administrator or assistant, or executive PA.

• Excellent English in terms of written and verbal communication.
• Prominent levels of IT literacy with advanced knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams, One Drive, SharePoint)
• Ability to read, analyse, and interpret general, technical procedures and documentation.
• Ability to draft and format reports at Board level from information provided (PowerPoint / Excel)
• Understanding of Budgets and financial systems.