Facilities Administrator; ML

The Facilities Administrator will report directly to the Facilities Manager. This will involve managing and maintaining all aspects of the general administration required for the smooth day to day running of a busy department.

• Collation and timely response Facilities requests for Metroline,Falcon and Westbus.
• Purchasing of facility requirements for Metroline, Falcon and Westbus.
• Processing and approval of invoices on the Oracle system.
• Providing a point of contact for contractors and suppliers and ensuring all contractors meet Metroline’s Health and Safety requirements.
• Control of planned maintenance schedules and purchase orders on the TABS facilities management system.
• Manage and communicate failures on critical equipment.
• Liaise with contractors and Metroline team to ensure TABS records are maintained accurately and up to date.
• Collation of monthly KPI data for the Facilities department.
• Write, edit and audit all relevant quality procedures for the Facilities department.
• Assistance to produce and review yearly budgets for the Facilities finance codes along with day-to-day management of budgets and spend.
• Provide assistance / cover for the facilities team where necessary.
• Assist the Facilities Co-ordinators with the of day to day planning of the internal tradesperson tasks.
• Control of Plant and Premises asset lists.
• Proficient in the use of Microsoft Word and Excel.
• Proficient in the use of Oracle (desirable).
• NVQ3 in Business Administration (desirable).
• Relevant H&S qualification (desirable).
• Knowledge of Legislative requirements in relation to property management (desirable).
• Budget management experience (desirable).
• Excellent written and spoken English with the ability to communicate clearly and at all levels.
• Excellent attention for detail.
• Ability to work both individually and as part of a small team.
• Ability to work well under pressure.
• Must be proactive, methodical and results orientated.
• Highly organised, motivated and able to prioritise workload.
• Ability to manage own workload effectively and work to strict deadlines
• Exceptional customer service skills with a natural flair of providing support and guidance and going ‘the extra mile’.
• Process driven and able to deliver results in high volume.
• Ability to use initiative and identify solutions when a problem or difficult situation arises.
• Must be able to demonstrate credibility to build professional relationships with both employees and managers
• Discreet when managing confidential matters.
• Able to build lasting relationships with internal and external stakeholders/suppliers;
• An understanding/appreciation of the service requirements and the management of day to day operational issues;
• Ability to collate and interpret statistical data.