Maintenance Administrator

JOB TITLE               SUPPORT SERVICES ADMINISTRATOR

IMMEDIATE MANAGER        HEAD OF SUPPORT SERVICES

JOB PURPOSE

The Support Services Administrator is responsible for the day-to-day operation of the company’s Facilities Maintenance System.

Reporting to the Head of Support Services, they will be required to prepare spread sheets, submit permit applications, reports and correspondence in order to maintain databases and assist the Support Services and Infrastructure Team where needed.

There is also opportunity for the administrator to complete a business administration apprenticeship if they wish!

MAIN ACCOUNTABILITIES

• Maintain and update Verisae (Company Facilities Management database)
• Run Daily Valeting reports
• Respond to Valeting related queries
• Ensure Compliance Documents are up to date and reviewed regularly
• Submit/Update Petroleum Storage Certificates and Environmental Permits
• Assist with the site damage log
• Review Non-contract reactive maintenance work orders for cost savings
• Respond to contractor queries and assist with invoicing processes
• Distribute Fairbanks Audits to the infrastructure team
• Key point of contact for Contractor Training on the FM database
• Set up new Internal & External contractors
• Assist other members of the Support Services & Infrastructure team as required
• Adhoc duties to support the wider business as required ie answering overflow phone calls, greeting company guests etc.
• Maintain Site Records
• Transfer and dispose of records / certificates according to retention schedules and policies

With the other administrators, the Support Services Administrator is responsible for:

• the prompt answering/actioning of telephone calls and meeting and greeting Company visitors.
• assisting in collecting, opening, distributing & sending mail as necessary.
• assisting in keeping the office tidy i.e.: dishwasher, fridge etc.
• covering the other Company Administrator’s responsibilities in time of absence or peak workloads.

WORK CONTEXT

The post is office based and some business travel may be required from time to time. Additional hours may also be required to be worked occasionally to ensure that needs of the business are met.

COMMUNICATIONS

Main internal contacts of the post are:

• Group Director, Infrastructure, HSSE & EV Project Delivery
• Group Infrastructure Manager
• Operations Director
• Support Services Manager
• Support Services Analyst
• Maintenance Administrator (Support Services)
• Infrastructure team
• CEO, CIO, CFO and COO
• Other Department Directors
• Field Team
• Other Head Office Personnel

The main external contacts of the post are:

• Representative(s) from external insurance and claims companies
• Contractors
• Accruent Technicians and Customer Success Manager
• Contract Managers

A variety of communication methods will be used.

COMPLEXITY

• The main sources of complexity are:
• Ensuring that our reactive work orders are reviewed with cost savings in mind at all times
• Being able to communicate with internal departments, customers, contract managers, contractors and third party suppliers
• Ensuring all correspondence and records are updated accurately and in a timely manner

KNOWLEDGE & SKILLS REQUIRED

• A basic knowledge of the workings of a petrol station forecourt but not essential
• Previous experience of VX Maintain or a similar Facilities Management database an advantage but not essential
• Effective communication skills; verbal, electronic and written
• Highly computer literate with excellent working knowledge of Microsoft Office programmes, especially Excel
• Excellent organisational skills with the ability to prioritise tasks and to work to deadlines
• Willing to learn and develop new procedures and protocols on existing Facilities Management Software
• Ability to achieve targets whilst maintaining accuracy
• Ability to develop positive working relationships with colleagues and external contacts
• Rational decision making and judgement