The main purpose of the Facilities administration role is to ensure that the Facilities "engine" consistently runs to ensure the continuous delivery of the service. The role will coordinate all of the services under the Facilities banner and ensure purchase orders / Scheduling and other administration tasks are completed to a good standard and on time.

The role involves dealing with internal customers, contractors, and employees, and directing the in house Maintenance team. Tasks will include organising and scheduling works, ensuring all parties are aware of any contractor service visits for both planned and ad-hoc maintenance.

The role will be responsible for the generation and issue of Help Desk tickets for our internal stakeholders and contractors and will involve close monitoring to ensure works are carried out to time and to keep customers abreast of progress of on-going works.

* To manage the Facilities mail box and ensure responses are accurate and timely.
* To manage in coming phone calls /messages to the Facilities help desk and route requests in the right direction.
* To manage the help desk system ensuring all calls are logged and followed up as required.
* Ensure that all help desk calls are distributed and followed up to the in house team according to priority.
* Provide administrative support to the department as required including, ordering materials, managing contractors, Health and Safety documentation.
* Manage building information and records on the system and ensuring information is available when required.
* To schedule contractor visits to all sites (as required) and ensure appropriate Health and Safety documentation is in place before work takes place.
* Maintain records for all services across each office and branches to ensure compliance.
* Prepare and issue purchase orders for materials and services as required.
* To manage the Facilities SLAs and KPIs including publishing help desk figures and weekly updates.
* Maintain the company's compliance records / standards and own compliance training.


The role will be Full time Mon - Fri 9-5 and will work alongside the Facilities Administration team and will need to react to the changing business demands accordingly.

The work will also include general administration tasks which will include, processing engineer reports, recording and maintaining general information, managing contractual paperwork, and direct management of e-mail systems.

The Role is a front line role and will involve prioritising resources and workloads to ensure the smooth running of the departments Helpdesk.

It is essential that you have worked within a Facilities Administration role and ideally used a facilities computer management system. Experience in dealing with customer requests and coping under pressure whilst maintaining focus is essential, as is experience of dealing with purchase orders, suppliers and contractors.
You will have strong IT skills (Word & Excel) and ideally dealt with helpdesk operations. You will also have a GCSE in Maths and English C or above.

You must be able to pass a credit check

Connect2staff are acting as an employment agency in relation to this role

Commercial Services Kent/Trading Ltd is an equal opportunities Employment Agency & Business and positively encourages applications from all suitably qualified and eligible candidates.