We are seeking a full-time, flexible and organised Facilities Administrator to support our Facilities Team across the Group.

What does this role involve?

The role will provide essential administrative support to the facilities function, helping to ensure that our buildings, facilities and associated processes remain compliant, well managed and operating effectively. This role will require travel to our different Kinbrook locations across the Group as and when required.

Teamwork

You will work collaboratively with team members and the wider Facilities Team, providing flexible and proactive support across the Group’s locations.

You will build strong working relationships, communicate effectively and contribute to a positive team environment, ensuring facilities and property requirements are managed efficiently and effectively.

Client experience

You will provide a great customer service experience offering friendly, efficient, professional and responsive support. You will work closely with team members, contractors and suppliers to obtain information and documentation required for facilities compliance.

Skills and experience

We encourage candidates of all backgrounds and capabilities to apply, although it’s essential that your values and experience align with this role’s key responsibilities. To be successful, you will:

• Act as first point of contact for facilities and property-related enquiries, delivering excellent customer service and liaising with team members and contractors.
• Administer the job ticket system, ensuring all requests are accurately recorded, prioritised and actioned in accordance with service levels.
• Arrange reactive and planned maintenance visits/servicing, and liaise with contractors and sites.
• Maintain accurate facilities and property records including health and safety documentation, compliance certificates, asset registers, site plans and contractor information.
• Provide administrative support to the Facilities Assistant Manager and Head of Group Property and Facilities as required.
• Support the Facilities and Property team, including maintenance operatives, in all administrative, day-to-day operational matters, working collaboratively with team members across the portfolio.
• Arrange meetings, take minutes, attend site visits as appropriate whilst note-taking and provide general admin support.

What we are looking for

• Strong IT skills with a working knowledge of Microsoft Office.
• Effective organisation and communication skills, both verbal and written.
• Experience within facilities or property administration is desirable.
• Experience of CAFM systems is desirable.
• Production of accurate and timely work.
• Excellent attention to detail.
• The ability to work effectively as part of a wider team.
• Flexibility to travel to other locations within the Group in own vehicle.
• Must complete first aid and fire warden training.

Join Duncan & Toplis

From flexible working arrangements and time-matched volunteer hours to online fitness classes and mental health support, at Duncan & Toplis we're committed to helping our people maintain a healthy and balanced lifestyle.

We help our team to develop their talents and encourage ambitious individuals to progress their careers and expand their professional and personal capability with fully supported training and CPD.

Our values of trust, partnership, and inclusivity are at the forefront of everything we do.