Our client is a fellowship of many of the world's most eminent scientists and is the oldest scientific academy in continuous existence. Due to an increase in Facilities lead projects, there is now a need for an experienced Facilities Administrator to join this prestigious institution based in central London.
As the Facilities Administrator you will be responsible for a wide range of facilities based tasks including:
Daily management, administration and monitoring of Capital and Operational Expenditures, Raise and receipt Purchase Orders, act as the primary point of contact for suppliers in financial matters.
Contribute to quarterly and annual forecasting and budgeting, prepare financial reports for budget holders
Investigate variances on month end transaction reports and rectify them.
Stationery Supplies- stock taking, monthly/quarterly meetings with account manager, monitor distribution within all departments and ensure all purchases are best value for money
Manage and maintain the electronic filing systems for the Facilities team on the Royal Society network, ensuring all documents are updated and filed under their relevant folders, Review filing systems on a regular basis to ensure that procedures are fit for purpose, practical for staff and complaint with RS policies and relevant regulations (DPA, GDPR….etc.)
Attend and take notes on Contractor SLA and Health and Safety Committee meetings
Deal with maintenance, cleaning, security and health and safety issues on the premises promptly and efficiently
Maintain the Facilities Management helpdesk; logging relevant maintenance faults on the log sheet, recording details and information of relevant breakdown of equipment. Ensuring that this information is regularly updated and prepared in a timely manner, ready for the relevant Contractor to carry out the necessary remedial repairs
Conferencing and Events
Attend the Weekly Sheets meetings, build and circulate event reports using the event management software, set up FM task notifications in team calendar
Liaise with Conferencing Services and contractors to organize cleaning and security personnel for external events.
Assist the duty manager or supervise security and cleaning staff at weekend and evening events
Health & Safety
Keep Compliance checks on the H&S software up to date, Ensure H&S audits actions are completed in the given timeframe
Prepare documentation for H&S related audits / consultancy visits.
Act as Fire Warden and First Aider, Carry out weekly fire alarm test, Conduct Fire tours in the absence of the H&S Officer
Check first aid supplies and ensure that they are adequately replenished
Provide support and admin to coordinate and track project timelines and status
Act as main point of contact and communicate project status within the project team
Providing administrative support to project tasks as needed
Budget tracking and financial reporting
Organising, attending to stakeholder meetings
Documenting and following up on important actions and decisions
In conjunction with this, you will also be required to carry out reasonable ad hoc requests relating to the facilities section and provide relief cover in the absence of the receptionist.
If you feel you fit the criteria for this exciting temporary to permanent opportunity, please apply with your most up to date C.V below.