Location
London
Advertising Salary:
Upto £30,000
Contract Type
Permanent
Hours Per Week
40
About The Role

Salisbury Group is looking for an Facilities Administrator to join our team at the Imperial College London, based in South Kensington.


Imperial College London is ranked among the top ten best universities in the world and renowned globally for innovation, excellence, and employability.

The purpose of the Facilities Administrator is to provide comprehensive administrative support and coordination to support the Imperial College London contract, ensuring consistent and proactive support to the contract delivery teams.

As the Facilities Administrator, you will need the ability to work under minimal direction and communicate effectively with other staff. A flexible approach with statistical, computer, and administrative skills. The main aspect of this role is to effectively manage the reactive and planned activity of Salisbury’s sub-contractors, ensuring tasks are managed and completed within the contractual timescales, with no financial penalty to Salisbury whilst providing excellent customer service to the client.

This post-holder should be able to provide support to the Senior Account Co-Ordinator as required as well as assisting other members of the administration team as necessary (such as covering absence or managing workload peaks).
 
Principle Duties and Responsibilities, but not limited to:
  • Coordinate the work flow for all client and internal requests that require engineers or sub-contractor attendance to ensure effective completion of work in accordance with SLAs.
  • Use the resource planner to plan self-delivery reactive and planned maintenance.
  • Liaise with customers and operational delivery teams to arrange all reactive maintenance visits and manage end to end.
  • Ensure all statutory PPMs do not exceed their due date, escalating where required to ensure 100% statutory compliance is met. 
  • Ensure all other PPMs do not exceed their due date in line with internal and client targets
  • Provide SLA/PPM and operational reports to the operational teams on a weekly/monthly basis.
  • Maintain the client as well as Salisbury CAFM logs, ensuring accurate information is obtained and entered to demonstrate progress to the client, providing an internal audit trail.
  • Review sub-contractor service records/sheets and raise ‘follow on’ work orders where required, assigning to the correct resource and priority;
  • Support operational delivery teams to ensure all works are managed by the appropriate party;
  • Maintain effective relationships with engineers and sub-contractors, ensuring work is delivered on time and to a consistently high standard, escalating and/or reporting information to the operational and procurement teams as required. 
  • Utilise the CAFM quotation module, liaising with the operations/delivery teams, in order to build estimates/quotations, issuing to the relevant party and managing approvals.
  • Raising and issuing purchase orders in line with internal governance process, updating CAFM work logs and filing all purchase orders against work orders as per company procedures as well as entering costs into the client CAFM system.
  • Ensure all deliveries are scheduled and all documentation (goods receipts) is filed appropriately within the CAFM system.
About You
Minimum Qualifications, Certifications and Training required
  • GCSE Maths & English
Essential Knowledge, Skills and Experience for this role
  • Extensive experience in a similar, customer services role within a business services environment
  • Strong analytical skills with the ability to understand and interpret results to ensure effective solutions
  • Strong interpersonal skills with stakeholders at all organisational levels in verbal and written communications
  • Strong IT skills in Microsoft packages, Maximo and Survey Monkey
  • Able to work independently with minimal supervision, using initiative
  • Excellent communication and negotiating skills
  • Strong administrative skills
  • Excellent customer service skills
  • Good understanding of Excel, able to create and maintain Excel reports
  • Good knowledge of the Maximo CAFM system
  • Aptitude and willingness to undertake further technical and business training (e.g. IOSH Managing Safely)
About The Company
Salisbury Group was built to be different to the faceless organisations in facilities management industry that often lack the human touch. Our ambition is to make buildings and facilities better for the people who work in them. Why do we do this? It’s simple. We know that buildings are better places to be when they are looked after by people who care.

We achieve this by combining our unique understanding with useful technology and an above-and-beyond attitude from our people on the ground and in our support centres. This provides a more personal approach to facilities management and building maintenance services.

We are present right across the UK at more than 1,000 sites and over 11 million square feet of premises. Our services include engineering maintenance, security, cleaning, compliance, reception, energy solutions and more.

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