JOB DESCRIPTION

Job Title Site Administrator
Location: Queen Elizabeth II Centre
Reporting to: Facilities Manager
Function Operations / Dimensions : 40 hrs/week
Budget (Operating/Capital) : None
No. of Direct Reports : None
Total No. of Reporting Staff : None
1. / Job Purpose:
·  Responsible for providing administrative support to the Queen Elizabeth II Conference Centre
·  Management of reactive job recording and closure of jobs
·  Management of labour records and planning associated with the allocation of labour to events
·  Management of paperwork submitted on the site and ensuring adequate recording of required documents
·  Support to the Facilities Manager for the site
·  Supporting the effective operation of the Queen Elizabeth II Conference Centre
2. / Principal Accountabilities:
·  Interact with the client and site teams by answering telephone calls, radio requests, emails, taking customers details and logging the information on Maximo.
·  Support the facilities manager by assigning all hard service works (including planned or reactive work) to the maintenance team or specialist subcontractors as appropriate. Once works are completed the administrator will ensure that all works are closed accurately in Maximo
·  Support the facilities management by providing site data; the data to be provided will include, but is not limited to: identifying all jobs that will breach their SLA within the next 3 working days, identifying jobs that have been closed within the working week
·  Support the facilities manager in compiling required paperwork and requests / site reports which are to include, but are not limited to: purchase order requests, statutory compliance reports (OHS and FHS reports), paperwork requirements for the Interserve management systems, holiday tracker and training tracker
·  To undertake the administrative tasks required for the site which are to include, but are not limited to: taking of meeting notes, uploading of files to internet housed documents, filing of documents in the site files, liaising with subcontractors and internal stakeholders
·  To review and provide information to the wider team for the Queen Elizabeth II Conference Centre diary management system
·  To act as the focal point of rota creation, supporting the avoidance of over time and additional hours
·  To act as the focal point for the booking and administration of taxis, ensuring avoidance of taxi bookings where possible
3. / Key Competencies:
IT Skills – Familiar and well versed in usage of the MS Office Package, with specific skills in usage of MS Word and MS Excel
Accurate – Works in a manner that is methodical, ensuring that completed work is accurate, concise and capable of being audited
Proactive – Reviews daily workload and determines ways to do things better and attempts to remove unessential bureaucracy
Communication – Communicates clearly and in a manner demonstrating professionalism
4. / Communications and Working Relationships:
The role will report into the facilities manager
Interaction and tasks will be assigned by the National Operations Manager, Finance Manager and Commercial Manager
5. / Framework, Boundaries, Decision Making Authority and Responsibility:
Work will be carried out based on the processes and procedures of the account
No financial authority is delegated under the role
6. / Knowledge & Skills
·  Preferably Maximo and computer aided facilities management systems
·  Data entry
·  MS Word
·  MS Excel
7. / Experience:
·  Demonstrable experience of administrative roles
·  Preferably experience in facilities management roles
8. / Qualifications:
·  GCSE Mathematics
·  GCSE English
Profile Creation and Authorisation
Statements in this Job Profile are intended to reflect, in general, the duties and responsibilities of the position, but are not to be interpreted as totally inclusive.
Profile written by: David Hardy
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