Facilities/ Office Administrator

Department:
Group services
Based:
London
Reporting to:
Executive Assistant

Purpose

To provide excellent administrative support to ensure that multiple offices and premises run and operate smoothly. Ensuring that all hard and soft services are covered so that our team and clients have the best experience while on site or utilising our services.

Principle Duties

  • First point of contact in managing the administration which supports the facilities for a portfolio of commercial properties to including offices and residential.
  • Liaise with the internal facilities team to coordinate reactive and routine maintenance works within the most efficient time frames.
  • Responsible for scheduling all reactive and planned maintenance tasks with contractors, including tracking the progress of works covering both hard and soft services.
  • Sourcing office consumables required from stationery through to cleaning products and liaising with suppliers to process orders, coordinating deliveries, and scheduling accordingly.
  • Liaising with contractors to obtain quotes and carry out works, creating purchase orders within our system, and issuing prior to commencing work.
  • Management of the company flat reservations and supporting communication.
  • Management of the meeting room reservation processed for Covent Garden, Windsor and Farringdon offices.
  • Requesting and reviewing contractor risk assessment and insurance documents before carrying out works where applicable and saving copies for audit purposes.
  • Management of the 3rd party cleaning and laundry services, ensuring standards are maintained.
  • Maintaining the office space ensuring that hygiene processes are followed, and any decorative/updating is identified and arranged.
  • Providing administrative support to internal stakeholders as required.
  • Visiting sites as and required and documenting site visits - including meeting contractors on site and administrating notes from the meeting and following up with various parties.
  • Management and maintenance of Operation Manuals.
  • Produce data reports as required.
  • Ensuring all enquiries are addressed and actioned through to completion within a timely manner.
  • Ensure a high level of personalised customer service is received at all times by way of telephone and email correspondence.
  • CPD – keep up to date with new and emerging design trends ensuring continuous innovation.
This list is not exhaustive, and you will be expected to work flexibly and undertake other such duties as the management may from time to time reasonably require.
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Experience/ Skills/ Characteristics

  • Proven experience within a similar multi-site role.
  • Good understanding of facilities procedures and working safety
  • Full clean driving licence.
  • Effective communicator that manages stakeholder expectations
  • Flexibility to travel to multiple sites, sometimes at short notice.
  • Strong written and verbal communication, and telephone etiquette.
  • Great working knowledge of Microsoft Office packages.
  • Good use of initiative and problem-solving skills.
  • Confidence and assertiveness to take ownership.
  • Self-motivated with the ability to multitask and work on your own initiative.
  • Extremely organised working deadlines and under pressure.
  • Drive, enthusiasm and sense of humour, and a "can-do" attitude.

Other Requirements

  • Able to travel throughout the UK and overseas

Data Security

At all times you must work within the guidelines set out in the DRPG Information Security Policy and your Employee Confidentiality Agreement. Failure to do so may be treated as gross misconduct.

Health & Safety

At all times you must work within the guidelines set out in DRPG’s Health & Safety Policy and Employee Manual.

Further notes

The role will be based primarily in our London office and will require regular travel to other office locations. You will be expected to work flexibly and undertake other related commercial duties both in the UK and overseas as the company may from time to time reasonably require.

The company

Established in 1980, we're one of Europe's most experienced and largest, fully integrated, award winning communications agencies. From the strategic communication consultancy, to our complete in-house production facilities for digital media, video, events & print, we deliver to companies of all sizes that span
a wide range of markets.

 

DRPG is an equal opportunities employer.

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Give us a call on:  0207 937 8057  or email us today on:  anythingspossible@drpgroup.com

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