Facilities Administrator
| Posting date: | 31 July 2025 |
|---|---|
| Hours: | Full time |
| Closing date: | 30 August 2025 |
| Location: | Birmingham, West Midlands |
| Remote working: | On-site only |
| Company: | Elite Personnel Ltd |
| Job type: | Permanent |
| Job reference: | TM |
Summary
Duties:
To provide administration and support within the Facilities team, including Housekeeping, Maintenance, Health and Safety, Fleet Management and Insurance.
To assist the Facilities Manager in the day-to-day operations and maintenance of the two premises, including HVAC, electrical, and plumbing systems, to ensure a safe and efficient working environment.
To assist the Facilities Manager in negotiating and managing the service contracts with external vendors and service providers, including cleaning, security, and landscaping, to ensure quality services are obtained at cost-effective rates.
Collating and maintaining information and statistics e.g. vehicle usage, and others as needed by department or wider organisation.
Overseeing the statutory compliance calendar for the building and infrastructure to ensure jobs are completed to time, liaising with contractors to ensure timescales are adhered to and procedures are followed.
Coordinating with the Facilities Manager and the Maintenance Teams to ensure remedial works are undertaken.
Providing reports to the Facilities Manager on statutory compliance.
Ensuring that all HSE policies and procedures are up to date, are in place and are displayed within the relevant areas
Assist with Health and safety duties and advice. Carry out DSE assessments and reviews (trained to do this) with employees, undertaking and advising on risk assessments.
To support the Facilities Manager in gathering information and reports for the organisation’s Health and Safety Committee.
To act as secretary for the Committee, taking minutes and ensuring papers are circulated in accordance with the Terms of Reference.
Use knowledge of IOSH to help to embed a positive culture within the company in relation to Health and safety.
To collect Monthly Safety Health and Environments (QSHE) from department reps
To be the lead point of contact for insurance queries and reporting across the organisation including events, transport, retail, incidents and claims.
To lead in collating all information for renegotiating insurance cover to ensure value for money.
To provide administration and support within the Facilities team, including Housekeeping, Maintenance, Health and Safety, Fleet Management and Insurance.
To assist the Facilities Manager in the day-to-day operations and maintenance of the two premises, including HVAC, electrical, and plumbing systems, to ensure a safe and efficient working environment.
To assist the Facilities Manager in negotiating and managing the service contracts with external vendors and service providers, including cleaning, security, and landscaping, to ensure quality services are obtained at cost-effective rates.
Collating and maintaining information and statistics e.g. vehicle usage, and others as needed by department or wider organisation.
Overseeing the statutory compliance calendar for the building and infrastructure to ensure jobs are completed to time, liaising with contractors to ensure timescales are adhered to and procedures are followed.
Coordinating with the Facilities Manager and the Maintenance Teams to ensure remedial works are undertaken.
Providing reports to the Facilities Manager on statutory compliance.
Ensuring that all HSE policies and procedures are up to date, are in place and are displayed within the relevant areas
Assist with Health and safety duties and advice. Carry out DSE assessments and reviews (trained to do this) with employees, undertaking and advising on risk assessments.
To support the Facilities Manager in gathering information and reports for the organisation’s Health and Safety Committee.
To act as secretary for the Committee, taking minutes and ensuring papers are circulated in accordance with the Terms of Reference.
Use knowledge of IOSH to help to embed a positive culture within the company in relation to Health and safety.
To collect Monthly Safety Health and Environments (QSHE) from department reps
To be the lead point of contact for insurance queries and reporting across the organisation including events, transport, retail, incidents and claims.
To lead in collating all information for renegotiating insurance cover to ensure value for money.