Facilities Administrator and Runner
Universal Music Group
London, UKThis was removed by the employer on 6/10/2016 4:21:00 PM PST
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Full Time Job
main purpose of role
This role encompasses general running, porterage & maintenance assistance, MFD inventories & troubleshooting, as well as the meticulous management of all invoices generated by the role and wider team as required, ensuring the highest standards of service provision and ongoing functioning of fundamental office utilities and space, maintenance of all KHS building supplies and stocks, and general admin support to the wider FM team as required
o Assist maintenance supervisor with staff & furniture moves (e.g. sofas, desks) large deliveries between sites, maintenance activities and disposals – for all sites.
o Drive team van to transport goods between sites in maintenance supervisor’s absence
o General lifting & porterage assistance to wider team when required (staff moves, setting up for meetings, furniture deliveries)
o First line attendance to KHS photocopiers (e.g. paper jams, toner replacement) and call outs to maintenance company as and when required, keeping a log of and chasing all call outs to expedient completion, plus escalation when required at all sites, minimizing all down time.
o Upkeep of full printer inventory for all UM sites, including serial numbers, model numbers and exact locations ensuring continual accuracy.
o Lead contact for HP for all UM sites, receiving connection logs & escalating losses to IT when required ensuring follow up to completion.
o Work with associated teams (security, FM) at all sites to ensure smooth operations, with ad hoc delivery of items to building and collection from resource areas if required, and assisting them with tracking of lost items.
o Ensure department pigeon holes & floorplans displayed in all resource areas are always up to date following moves & changes, for all UM sites.
o Internal mail van re-deployment when required by the business.
o Ensure office, resource areas and meeting rooms are always kept neat & tidy, with stock store systematically and neatly, chairs in position, cables tidy and rubbish / spare items removed
o Daily collection of scrap CD & DVD product from all KHS resource areas & co-ordinate packing & sending to Milton Keynes for destruction
o Ensure building signage neat tidy & branded appropriately and no out of date signage around site
o Responsible for all jobs allocated for toners & storage clearance on the QFM Helpdesk System. Completing jobs in a timely manner, minimising overdue requests, and keeping the requestor (and helpdesk as appropriate) continually informed of progress
o Responsible for all stationery, drinks, kitchen supplies & toner orders to KHS, with upkeep of suitable stock levels at all times, and accurate processing of all associated invoices
o Split & code all delegated invoices with meticulous accuracy, creating relevant spreadsheets for finance teams to recharge departments with from.
o Act as meeting room booking co-ordinator for KHS
o Act as staff product co-ordinator for FM team at KHS
o Keep KHS building walkways and fire exits clear of storage
o Monitor signage around all of KHS site, ensuring suitably branded & worded, laminated, neat and current at all times
o Escalate all complaints or problems to the site coordinator or manager as appropriate
o General administration duties for the wider FM team as required
o Cover Facilities Helpdesk and FM co-ordinators on all sites in absence
person specification
essential
o Facilities Management experience at assistant level desirable.
o Full and clean driving license .
o Manual handling knowledge and experience.
o Proactive approach to work - ability to prioritise, multi-task and pre-empt problems before they occur and solve issues through to completion.
o Excellent organisational and time management skills, with meticulous attention to detail, orderliness & accuracy.
o Track record of punctuality and working to strict deadlines whilst maintaining high service standards.
o Excellent communication and team spirit work ethic, diplomacy and resilience under pressure.
o Experience of accounting / invoicing systems.
o Intermediate computer skills (Word / Excel / Internet).
o Self-motivated, pragmatic and flexible, with the ability to deal with routine tasks as well as the more challenging aspects of the role.
o Proven communication and relationship building skills at all level.
diversity and inclusion
Universal Music is an equal opportunities employer and committed to the principle of diversity.
applications
If you would like to be considered for this position please send your CV & brief summary
Closing date for receipt of applications:
Please note that if you are requested to attend an interview for the position you will be required to inform your Line Manager.