Facilities Administrative Assistant

Facilities Coordination
•    Coordinate planned and reactive maintenance activities for buildings, offices, workshops, and site infrastructure.
•    Raise, track, and close maintenance work requests (through CAFM system)
•    Liaise with external contractors and service providers.
•    Schedule routine inspections and preventive maintenance activities.
•    Monitor facility condition and report repair requirements.

Contractor and Vendor Management
•    Coordinate contractor site access and permits.
•    Maintain contractor documentation, insurance certificates, and compliance records.
•    Support vendor selection and obtain quotations for facility-related services.
•    Track contractor performance and service completion.

Health, Safety, and Environmental Support
•    Maintain facility compliance records and documentation.
•    Support site safety inspections and audits.
•    Assist with emergency preparedness activities and evacuation drills.
•    Support waste management and environmental compliance initiatives.

Administrative Support
•    Maintain facility records, asset registers, and service contracts.
•    Process purchase requisitions, purchase orders related to facilities services.
•    Track facilities budgets and expenditure.
•    Prepare reports and presentations for site management.

Compliance and Documentation
•    Maintain maintenance logs, service records, permits, and statutory inspection documentation.
•    Support compliance with local regulations and company policies.
•    Assist in preparation for customer, regulatory, and internal audits.

Key Performance Indicators (KPIs):
•    Timely completion of facility works orders.
•    Contractor compliance and performance.
•    Facility audit readiness.
•    Accuracy of facility records and documentation.
•    Budget adherence.
•    Compliance with safety and environmental requirements.

Organisational Relationships:
•    Reports to: Facilities Manager (Technical & Operations)
•    Works closely with: Maintenance teams, EH&S personnel, Quality, Finance, Procurement, and external service providers.

Experience and Skills:
Experience
•    Experience of facilities, office administration, property management, or industrial site administration.
•    Familiarity with maintenance management systems (CMMS) is desirable.
Skills
•    IOSH Managing Safely
•    Strong organizational and administrative skills.
•    Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
•    Ability to manage multiple priorities and deadlines.
•    Good communication and stakeholder management skills.
•    Basic understanding of health and safety requirements.
•    Strong attention to detail and record-keeping.
 

Pay Ranges: 27464.00-34330.00