facilities administrator.

POSITION | Facilities Administrator

REPORTING TO | Facilities & Maintenance Manager

HOURS OF WORK | 9.00am to 5.30pm

BENEFITS PACKAGE | C - General

LOCATION | West Croydon (Office Based Role)

DIVISION | Facilities

QUALIFICATION LEVEL | Math's and English at GCSE (A-C) or equivalent

Company Profile

The Vegner Group is a property service group established in 1991. With over 30 years' experience the business specialises in the management of blocks of flats and offers other related services such as insurance broking, lettings management, surveying, company secretarial and the provision of concierge staff. Part of the Odevo Group, one of the UK's leading property management companies, Vegner has revenues of c.£40m and has 600 employees, 180 of which are based at clients' buildings.

Headquartered in Richmond, and with operational centres in Croydon, the group operates across England.

Role Purpose

The Facilities Administrator is responsible for supporting the efficient operation of the facilities department. This role involves coordinating maintenance activities, managing office supplies, and ensuring a safe and well-maintained environment for all employees and visitors. The Facilities Administrator will work closely with the Facilities & Maintenance Manager to implement policies and procedures that enhance the functionality and safety of the workplace.

Main Responsibilities

• Maintenance Coordination: Schedule and oversee routine maintenance and repairs of the facility, including canteen facilities, security systems, plumbing, electrical systems, and general building upkeep.
• Vendor Management: Liaise with external contractors and service providers to ensure timely and cost-effective delivery of services.
• Office Supplies Management: Monitor and manage inventory levels of office supplies and equipment, placing orders as necessary to ensure availability.
• Insurance: Distribution of policy documentation.
• Health and Safety Compliance: Assist in maintaining compliance with health and safety regulations, conducting regular inspections, addressing any issues promptly & the arranging of First Aid staff training.
• Space Management: Assist in planning and coordinating office moves.
• Record Keeping: Maintain accurate digital records of maintenance activities, vendor contracts, and safety inspections.
• Archive Administration: Retrievals & collections of archived files & ensuring records are kept up to date.
• Pool Cars: Assisting the Facilities Manager with management of pool cars.
• Customer Service: Serve as the first point of contact for facilities-related inquiries and issues, providing prompt and effective resolutions.

• Post Administration: Manage all incoming and outgoing mail for Stonemead House, including date-stamping, sorting, scanning, and distributing items to the appropriate recipients; receive and sign for packages and ensure prompt delivery to the correct individual; prepare all outgoing mail for collection, including franking and processing recorded or special delivery items; arrange couriers as required and monitor their service quality; and maintain credit levels on the franking machine, adding credit as needed in liaison with the Finance Department.

Person Specification

• Experience in facilities management preferred but not essential.
• Experience in an administrative role.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite.
• Knowledge of health and safety regulations is desirable but not essential.
• Ability to work independently and as part of a team.

Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.

Candidates must be eligible to live and work in the UK.

For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.