School Facilities and Lettings Administrator - Temporary assignment to start ASAP on an ongoing, all year round basis
- Location: Central London
- Job Type: Full-time
- Salary Range: £18.14 per hour
We are seeking a dedicated Facilities Administrator to provide essential administrative support to our Facilities team. This role is crucial in ensuring the smooth daily management of facilities services within our educational environment. The successful candidate will be the first point of contact for enquiries, manage lettings, and support the Facilities Manager and Head of Facilities and Compliance in delivering an excellent facility management service.
Day to Day of the role:
- Serve as the first point of contact for all enquiries for the Facilities team, providing accurate information and updates.
- Manage lettings, including providing quotes, diary management, and invoicing.
- Assist with the Facilities Manager's diary management and scheduling of meetings and appointments.
- Draft documentation and communications for the Facilities department.
- Monitor contracts and services to ensure compliance with statutory requirements and high service levels.
- Develop strategies and procedures to monitor and audit policies, reporting findings as required.
- Obtain quotes for works, process orders and invoices, and resolve supplier disputes.
- Contribute to the school's environmental and sustainability goals.
- Assist in arranging contracts and the tendering process for various services.
- Monitor contractor performance against KPIs and provide regular updates.
- Organise meetings, take minutes, and disseminate information on behalf of the Facilities Manager.
- Manage and control the key management service, including security controls and risk assessments.
- Collaborate with other service teams within the City of London Corporation to provide an integrated service.
- Maintain a working understanding of Health & Safety and other relevant legislation.
- Order and maintain stock levels for cleaning materials, uniforms, and equipment.
- Liaise with stakeholders to arrange access and out-of-hours work by contractors.
- Maintain facilities report forms and property asset registers.
Required Skills & Qualifications:
- Proven experience in an administrative role, preferably within facilities management.
- Strong organisational skills and the ability to manage multiple tasks efficiently.
- Excellent communication skills, both written and verbal.
- Proficiency in using computer systems and software, including Microsoft Office.
- Knowledge of Health & Safety and other relevant legislation.
- Ability to work independently and as part of a team.
- Commitment to promoting equality and safeguarding within the school environment.
We are committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo child protection screening / vetting, appropriate to the post, including checks with past employers and the Disclosure and Barring Service.