Facilities Administrator (Temp)

Job title:

Facilities Administrator (Temp)

Company

Michael Page

Job description

A candidate is required for a facilities administration role

• Maintain all aspects of facilities to ensure offices are fit for purpose
• Facilities contract management. Liaise with third parties to ensure all plant and equipment is serviced, maintained and functioning
• Management of facilities M&E (mechanical and electrical), office infrastructure, amenities, etc
• Point of contact for building in case of any issues and liaise with landlord for rent, parking, recycling etc
• Line management/delegation duty to Facilities Admin, as applicable
• Input into facilities budget
• Lead on upgrades and improvements to facilities
• Management of facilities schedule
• Communication to site on facilities
• Point of contact with comms, HR, etc. for site related matters
• Delegated responsibility for site H&S
• Create H&S procedures and documentation
• Provide H&S induction, training and advise on best practice
• Management of fire safety measures
• Liaise with site facilities on H&S matters
• Perform safety inspections, investigate breaches or accidents
• Manage cleaning services
• Where applicable, liaise with landlord’s facilities management team on maintenance of common services.
• point of contact for building related issues/emergencies
• Maintain diary for licence renewal, compliance returns and act when appropriate

• Main reception for the Edinburgh site: Assist internal and external visitors (visitor passes, show them around site, local transport booking, refreshments), manage site calendar, organisation of security passes and induction materials for new staff, site tours, etc.
• Management of communal facilities, equipment, and stock: Ensure facilities/utilities are clean, tidy, regularly serviced and fit for purpose, track, and replenish office and kitchen supplies, etc
• Assist Comms/HR with local event: Maintain the central booking system records for meeting rooms and service meeting requirements for refreshments, catering, and clean up
• Coordination of facilities contractors: Booking scheduled and reactive works, raise purchase orders for renewal of service contracts and reactive works, point of contact to contract managers, service report admin, etc
• Coordination of operational needs of site teams with other functions to manage and optimise work environment, implementing improvements as required
• Financial administration: Raising and receipting PO’s via Coupa finance system, use of company credit card, order of services and supplies for all departments as required
• Effective and timely communication of site/operational updates and information to Edinburgh staff

Edinburgh Office Based

• Strong administrative experience
• Experience of working within a facilities management and reception/customer facing environment
• Exhibit good relationship building skills to achieve positive customer service outcomes
• Experience working in Life Science related workplace but not essential
• Experience using a document management system
• Competent user of Microsoft Office suite

A leader in their fieldA competitive rate and great working environment

Expected salary

£31197 per year

Location

Edinburgh

Job date

Fri, 07 Mar 2025 08:24:04 GMT

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