Part-Time Facilities Administrator
Isle of Man
Permanent
Our client seeks a Part-time Facilities Administrator to join their team.
Role Profile: To liaise with external facilities management company responsible for the maintenance of office building. Monitoring that scheduled maintenance is carried out by the external facilities company as planned, identifying ad-hoc maintenance requirements and generally liaising with service providers for required repairs or cleaning. The role also involves coordinating with the security system provider for alarm management and programming alarm codes, and maintaining key holder lists. The ideal candidate will have previous experience in facilities management and be able to liaise with service providers and building tenants. Due to the nature of the role hour will be flexible but with an expectation for some out of hours work.
Key Responsibilities:
- Monitor the maintenance contract with the third-party service provider, ensuring all scheduled maintenance is carried out promptly and effectively.
- Arrange ad-hoc maintenance and co-ordinate any unscheduled maintenance, repairs or cleaning required in the building. Liaise with contractors, suppliers, and service providers to ensure the timely completion of maintenance tasks to minimise disruption to tenants and operations.
- Work closely with the security system provider to ensure the alarm system is fully functional at all times. Responsible for the programming / updating of alarm codes for authorised personnel. Ensure all security protocols are followed, including regular checks and testing of security systems.
- Key holder responsibilities for alarm call outs and maintenance of key holder records
- Monitoring the adherence of tenants to the building's Health and Safety Policy prepared by the Health and Safety Committee To assist in maintaining up-to-date risk assessments and safety protocols ensuring that first aiders and fire marshals are in place and properly trained, and that emergency procedures are regularly reviewed and communicated.
- Incident Reporting: Monitor and report any accidents, near misses, or safety concerns, ensuring they are properly documented and followed up with corrective actions.
- Act as the point of contact for building tenants regarding maintenance, health and safety concerns, and any building-related issues, ensuring all communication is handled efficiently and courteously.
- Maintain accurate records of maintenance activities, including scheduled tasks, ad hoc repairs, and any service provider communication. Monitor the implementation of any corrective actions arising from health and safety audits or inspections. Assist in preparing health and safety audits or inspections.
- Assist with general facilities administration duties as required. Maintaining records of equipment inventories and ensuring equipment is well-maintained.
- Cover for Filing administrator to fulfil filing/archiving requests
Key Skills & Experience:
- A strong team player with good people skills
- Ability to work independently, prioritise tasks, and manage time effectively to meet deadlines.
- Good planning and organisational skills with ability to keep accurate records
- Good communication skills
- Flexible and adaptable in approach to tasks given
- First Aid / Fire Marshal trained or willing to train
- Knowledge and expertise required to undertake the role.
- Experience in facilities management, ideally in a role overseeing maintenance contracts and, repair work.,
- Familiarity with the Health and Safety at Work regulations with the ability to implement and monitor health and safety policies.
- Proficient in the use of MS Office applications (Word, Excel and Outlook)
- Previous experience in a professional office environment
- Familiarity with security systems, and emergency procedures (fire, first aid, etc.).
