Compliance/ Helpdesk Administrator - HIRC
| Dyddiad hysbysebu: | 05 Mawrth 2026 |
|---|---|
| Oriau: | Llawn Amser |
| Dyddiad cau: | 04 Ebrill 2026 |
| Lleoliad: | UB7 0FX |
| Cwmni: | Mitie |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | 91572 |
Crynodeb
Facilities Compliance & Helpdesk Administrator - HIRC
Salary: £32,000 per annumBenefits:
-Pension & Life Insurance
-Generous Holiday Allowance
-Free Parking
-Meals on Duty
-Use of On‑Site Gym
-Retail & Restaurant Discount Scheme
Role Purpose
The Facilities Compliance & Helpdesk Administrator provides a vital support function to the Facilities Management (FM) team at HIRC. This role ensures the smooth operation of FM services by delivering an effective helpdesk, maintaining accurate compliance records, and acting as the first point of contact for all FM-related enquiries. The postholder will be responsible for coordinating information, updating FM systems, and supporting managers to ensure statutory and contractual compliance across the estate.
Key Responsibilities
Helpdesk & Customer Service
-Act as the first point of contact for all FM queries, job requests, and escalation requirements.
-Log, update, and monitor requests in the FM management systems (e.g., CAFAM) to ensure timely response and resolution.
-Escalate incidents to FM Managers, the Authority, or third parties in line with the escalation procedure.
Compliance & Systems Administration
-Maintain up‑to‑date Planned Preventative Maintenance (PPM) records by liaising closely with FM Asset Managers.
-Ensure compliance documentation is stored, updated, and accessible in line with audit and contractual requirements.
-Support the management and accuracy of both manual and digital records, including reactive maintenance and PPM systems.
Administrative Support
-Provide comprehensive administrative support to the FM team to ensure efficient day‑to‑day operations.
-Produce and distribute reports, documents, and correspondence to the required standards.
-Manage diaries, schedule appointments, and coordinate meetings, travel, and accommodation.
-Take meeting minutes and ensure accurate distribution of agendas and follow-up actions.
-Type letters, draft communications, and manage general office administration tasks.
Financial & Stock Control
-Raise purchase orders and verify invoices in line with company policies.
-Maintain appropriate levels of office forms, documentation, and required materials, ensuring availability when needed.
Person Specification
Essential
-Proven administrative experience in a similar environment.
-Strong organisational skills with high attention to detail.
-Ability to manage multiple tasks in a fast‑paced environment.
-Confident communicator with excellent customer service skills.
-Proficient in Microsoft Office (Word, Excel, Outlook).
Desirable
-Experience using FM management systems (e.g., CAFAM).
-Understanding of FM processes, compliance, or statutory maintenance requirements.
Salary: £32,000 per annumBenefits:
-Pension & Life Insurance
-Generous Holiday Allowance
-Free Parking
-Meals on Duty
-Use of On‑Site Gym
-Retail & Restaurant Discount Scheme
Role Purpose
The Facilities Compliance & Helpdesk Administrator provides a vital support function to the Facilities Management (FM) team at HIRC. This role ensures the smooth operation of FM services by delivering an effective helpdesk, maintaining accurate compliance records, and acting as the first point of contact for all FM-related enquiries. The postholder will be responsible for coordinating information, updating FM systems, and supporting managers to ensure statutory and contractual compliance across the estate.
Key Responsibilities
Helpdesk & Customer Service
-Act as the first point of contact for all FM queries, job requests, and escalation requirements.
-Log, update, and monitor requests in the FM management systems (e.g., CAFAM) to ensure timely response and resolution.
-Escalate incidents to FM Managers, the Authority, or third parties in line with the escalation procedure.
Compliance & Systems Administration
-Maintain up‑to‑date Planned Preventative Maintenance (PPM) records by liaising closely with FM Asset Managers.
-Ensure compliance documentation is stored, updated, and accessible in line with audit and contractual requirements.
-Support the management and accuracy of both manual and digital records, including reactive maintenance and PPM systems.
Administrative Support
-Provide comprehensive administrative support to the FM team to ensure efficient day‑to‑day operations.
-Produce and distribute reports, documents, and correspondence to the required standards.
-Manage diaries, schedule appointments, and coordinate meetings, travel, and accommodation.
-Take meeting minutes and ensure accurate distribution of agendas and follow-up actions.
-Type letters, draft communications, and manage general office administration tasks.
Financial & Stock Control
-Raise purchase orders and verify invoices in line with company policies.
-Maintain appropriate levels of office forms, documentation, and required materials, ensuring availability when needed.
Person Specification
Essential
-Proven administrative experience in a similar environment.
-Strong organisational skills with high attention to detail.
-Ability to manage multiple tasks in a fast‑paced environment.
-Confident communicator with excellent customer service skills.
-Proficient in Microsoft Office (Word, Excel, Outlook).
Desirable
-Experience using FM management systems (e.g., CAFAM).
-Understanding of FM processes, compliance, or statutory maintenance requirements.