Facilities Administrative Assistant

Facilities Coordination

• Coordinate planned and reactive maintenance activities for buildings, offices, workshops, and site infrastructure.
• Raise, track, and close maintenance work requests (through CAFM system)
• Liaise with external contractors and service providers.
• Schedule routine inspections and preventive maintenance activities.
• Monitor facility condition and report repair requirements.

Contractor and Vendor Management

• Coordinate contractor site access and permits.
• Maintain contractor documentation, insurance certificates, and compliance records.
• Support vendor selection and obtain quotations for facility-related services.
• Track contractor performance and service completion.

Health, Safety, and Environmental Support

• Maintain facility compliance records and documentation.
• Support site safety inspections and audits.
• Assist with emergency preparedness activities and evacuation drills.
• Support waste management and environmental compliance initiatives.

Administrative Support

• Maintain facility records, asset registers, and service contracts.
• Process purchase requisitions, purchase orders related to facilities services.
• Track facilities budgets and expenditure.
• Prepare reports and presentations for site management.

Compliance and Documentation

• Maintain maintenance logs, service records, permits, and statutory inspection documentation.
• Support compliance with local regulations and company policies.
• Assist in preparation for customer, regulatory, and internal audits.

Key Performance Indicators (KPIs):

• Timely completion of facility works orders.
• Contractor compliance and performance.
• Facility audit readiness.
• Accuracy of facility records and documentation.
• Budget adherence.
• Compliance with safety and environmental requirements.

Organisational Relationships:

• Reports to: Facilities Manager (Technical & Operations)
• Works closely with: Maintenance teams, EH&S personnel, Quality, Finance, Procurement, and external service providers.

Experience and Skills:
Experience

• Experience of facilities, office administration, property management, or industrial site administration.
• Familiarity with maintenance management systems (CMMS) is desirable.

Skills

• IOSH Managing Safely
• Strong organizational and administrative skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Ability to manage multiple priorities and deadlines.
• Good communication and stakeholder management skills.
• Basic understanding of health and safety requirements.
• Strong attention to detail and record-keeping.