Support Services Administrator - St Albans, United Kingdom - MFG

MFG

Verified Company

St Albans, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

JOB TITLE
SUPPORT SERVICES ADMINISTRATOR
IMMEDIATE MANAGER
HEAD OF SUPPORT SERVICES

JOB PURPOSE
The Support Services Administrator is responsible for the day-to-day operation of the company's Facilities Maintenance System.

There is also opportunity for the administrator to complete a business administration apprenticeship if they wish

MAIN ACCOUNTABILITIES

Maintain and update Verisae (Company Facilities Management database)
Run Daily Valeting reports
Respond to Valeting related queries
Ensure Compliance Documents are up to date and reviewed regularly
Submit/Update Petroleum Storage Certificates and Environmental Permits
Assist with the site damage log
Review Noncontract reactive maintenance work orders for cost savings
Respond to contractor queries and assist with invoicing processes
Distribute Fairbanks Audits to the infrastructure team
Key point of contact for Contractor Training on the FM database
Set up new Internal & External contractors
Assist other members of the Support Services & Infrastructure team as required
Adhoc duties to support the wider business as required ie answering overflow phone calls, greeting company guests etc.
Maintain Site Records
Transfer and dispose of records / certificates according to retention schedules and policies

With the other administrators, the Support Services Administrator is responsible for:

the prompt answering/actioning of telephone calls and meeting and greeting Company visitors.

- assisting in collecting, opening, distributing & sending mail as necessary.
- assisting in keeping the office tidy i

e:
dishwasher, fridge etc.
- covering the other Company Administrator's responsibilities in time of absence or peak workloads.

WORK CONTEXT
The post is office based and some business travel may be required from time to time. Additional hours may also be required to be worked occasionally to ensure that needs of the business are met.

COMMUNICATIONS
Main internal contacts of the post ar

e:

Group Director, Infrastructure, HSSE & EV Project Delivery
Group Infrastructure Manager
Operations Director
Support Services Manager
Support Services Analyst
Maintenance Administrator (Support Services)
Infrastructure team
CEO, CIO, CFO and COO
Other Department Directors
Field Team
Other Head Office Personnel

The main external contacts of the post ar

e:

Representative(s) from external insurance and claims companies
Contractors
Accruent Technicians and Customer Success Manager
Contract Managers

A variety of communication methods will be used.

COMPLEXITY

The main sources of complexity ar

Ensuring that our reactive work orders are reviewed with cost savings in mind at all times
Being able to communicate with internal departments, customers, contract managers, contractors and third party suppliers
Ensuring all correspondence and records are updated accurately and in a timely manner

KNOWLEDGE & SKILLS REQUIRED

A basic knowledge of the workings of a petrol station forecourt but not essential
Previous experience of VX Maintain or a similar Facilities Management database an advantage but not essential
Effective communication skills; verbal, electronic and written
Highly computer literate with excellent working knowledge of Microsoft Office programmes, especially Excel
Excellent organisational skills with the ability to prioritise tasks and to work to deadlines
Willing to learn and develop new procedures and protocols on existing Facilities Management Software
Ability to achieve targets whilst maintaining accuracy
Ability to develop positive working relationships with colleagues and external contacts
Rational decision making and judgement

Salary:
From £25,000.00 per year

Benefits: