Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Hours:
Full Time - 40 hours - Monday to Friday

Creating and maintaining great places to live and work delivered by excellent people who care…

We are seeking a highly organised and proactive Administrator to join our team. This role is essential in supporting the facilities management function by coordinating daily operations, raising work orders, taking phone calls and emails from the teams, maintaining records and ensuring that all facilities‑related tasks are handled efficiently.

The ideal candidate will have strong administrative skills, attention to detail, and the ability to work in a fast‑paced environment.

We are a helpdesk team which includes x1 Helpdesk Manager and 6 Contract Administrators.

• Provide admin support to the facilities managers
• Raising reactive jobs using our CAFM system MAS and issuing quotes for approval to our client.
• Dealing with incoming calls which will consist of tenants/residents reporting any issues on sites for our contracts which are Welsh Government TFM & Transport for Wales
• Monitoring PPM tasks – assigning tasks, uploading completion evidence to our MAS system
• Circulate various reports to our team and clients on a weekly basis
• Issuing jobs for our maintenance engineers and contractors
• Minute taking for multiple client monthly meetings

• Proven experience in an administrative or facilities management role (2+ years preferred).
• Strong organisational skills with the ability to prioritise tasks.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Knowledge of health and safety regulations and best practices in facilities management is desirable.

In return for your hard work we offer additional training and development, 26 days holiday (+ bank holidays), generous pension contribution, life assurance and much more.

We are VINCI Facilities – experts in the built environment. VINCI Facilities is a Facilities Management and Building Solutions provider, delivering cost‑effective and sustainable bespoke solutions to customers in the public and private sectors. We are committed to working towards a lower carbon society, focusing on sustainable and innovative methods to exceed our partners' goals and add value for all stakeholders – and we were named the top‑ranked FM service provider in the Sustainable FM Index for 2020.

We put our people first. Always working as a team and collaborating from start to finish. We are the trusted expert in the built environment because we listen to our team and create a workplace that maximises their potential.

Fairness, Inclusion and Respect (FIR) at VINCI Facilities is about recognising and celebrating each other’s differences and what they bring to the team. Harnessing this diversity and applying the experiences, abilities and unique qualities of individuals will enhance our business; therefore, we commit to equity of opportunity and fair treatment of all current and potential employees and encourage job applications from all.

Should you require any reasonable adjustments to be made as part of the application process please contact us directly.

VINCI recognises the importance of helping our employees balance their work and home life by offering flexible working arrangements across many of our roles which include working from home to enable employees to balance their working life with other priorities.