Facilities Administrator

Job title: Facilities Administrator (042736)

Band: 1

Duration: Permanent

Salary: £27,500 to £31,250

Location: London (hybrid working-Palestra Office)

Job Overview

The purpose of this role is to support the Facilities Operations Contracts Performance Team and the wider Facilities Operations Team by providing the team administration function including where necessary: maintaining all the relevant administration systems, , records, filing systems, databases and electronic files. Support to the Contracts Admin Support Manager by collating periodic finance documents and undertaking periodic finance reporting. Attending meetings, taking minutes, assisting with and/or redirecting queries, complaints, and requests for service.

Key Accountabilities

• Collate the period end finance documents and support the Contracts Admin Support Manager in undertaking the period end finance reporting.

• Raising shopping carts in SAP and ensuring all financial processes are followed including reporting.

• Preparation for meetings, including Agendas, briefing documents, preparation of reports, documentation etc.

• Attend meetings, record minutes, and ensure actions raised are updated.

• Review and update team databases, spreadsheets, work instructions, processes, policies, and associated documentation maintaining a version control though the document management system,

• Inputting and updating team information on the TFL Intranet - PLATFORM

• Provide administrative support to the department’s senior management team, operational performance team and admin support managers.

• Maintain all departmental licenses including TV, PPL / PRS, MPLC, OfCom, Premises Alcohol Licences,

• Update the department CAFM system (Concept Evolution) and follow up queries with Suppliers to close out outstanding tasks

• Providing support to the department in the event of unplanned absence or a high volume of activity such as facilities lead events within a building, supporting the Facilities Service Centre, as required for business recovery.

Knowledge

• Excellent demonstrable knowledge of IT systems including Word, Excel, Outlook, PowerPoint, SharePoint, Access, SAP Ariba etc.

• Knowledge and good understanding of working within an operational facilities department.

Skills

• The ability to be an effective team player.

• Excellent interpersonal and communication skills.

• Ability to quickly assimilate and understand complex business interrelationships.

• Excellent planning and organisational skills, with very good attention to detail.

• Possesses an excellent/proficient keyboard ability.

• To be able to demonstrate grammatical standards

• Ability to maintain a calm, professional approach in a high-pressure environment.

• Ability to maintain deadlines under pressure.

Experience

• A highly motivated, professional person with proven successful Administration experience

• Experience of the Facilities Management discipline including relevant experience of providing a full administration function to a busy team.

• A high level of experience in developing and maintaining building pass administration systems across a complex portfolio

Equality and Diversity

We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria. We also use anonymising software that removes identifying information from CVs and cover letters to make the process fair

Application Process

Please apply using your CV and a two-page covering letter. Think carefully about the skills, knowledge and experience in the advert and cover this in your CV.

The closing date for applications is 02.07.23 @ 23:59

***In the event of a significant influx of applicants for this position, we may consider closing the application process ahead of schedule. To avoid missing out, we strongly encourage you to submit your application promptly. ***

Benefits

In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow. Rewards vary according to the business area but mostly include:

• Final salary pension scheme

• Free travel for you on the TfL network

• A 75% discount on National Rail Season Ticket and interest free loan

• 30 days annual leave plus public and bank holidays (delete one)

• Private healthcare discounted scheme (optional)

• Tax-efficient cycle-to-work programme

• Retail, health, leisure, and travel offers

• Discounted Eurostar travel