Facilities Administrative Assistant

StandardAero; Perth; Presencial; GBP 28 000 - 38 000; Tempo integral

Resumo da oferta

StandardAero in Perth, Scotland, is seeking a proactive Facilities Coordinator to manage maintenance activities across offices, workshops and site infrastructure. You will raise and close work requests in the CAFM system, liaise with contractors, and schedule inspections to keep facilities compliant and well maintained.

You will support health and safety initiatives, maintain records, and assist with budgets, reports, and audits. Strong organizational and communication skills are essential.

Qualificações

• Experience in facilities, office administration, property management, or industrial site administration.
• Familiarity with maintenance management systems (CMMS) is desirable.
• IOSH Managing Safely certification is a plus.

Responsabilidades

• Coordinate planned and reactive maintenance for buildings, offices, workshops, and site infrastructure.
• Raise, track, and close maintenance work requests through CAFM.
• Liaise with external contractors and service providers.
• Schedule routine inspections and preventive maintenance activities.
• Monitor facility condition and report repair requirements.
• Coordinate contractor site access and permits.
• Maintain contractor documentation, insurance certificates, and compliance records.
• Support vendor selection and obtain quotations for facility-related services.
• Track contractor performance and service completion.
• Maintain facility records, asset registers, and service contracts.
• Process purchase requisitions and purchase orders related to facilities services.
• Track facilities budgets and expenditure.
• Prepare reports and presentations for site management.
• Maintain maintenance logs, service records, permits, and statutory inspection documentation.
• Support compliance with local regulations and company policies.
• Assist in preparation for customer, regulatory, and internal audits.
• Monitor KPI metrics: timely completion of works, contractor performance, audit readiness, and budget adherence.
• Collaborate with Maintenance teams, EH&S personnel, Quality, Finance, Procurement, and external service providers.

Conhecimentos

Facilities coordination

Organizational skills

Stakeholder management

MS Office

Communication

Multitasking

Health & safety awareness

Ferramentas

CMMS

Descrição da oferta de emprego

Facilities Coordination

• Coordinate planned and reactive maintenance activities for buildings, offices, workshops, and site infrastructure.
• Raise, track, and close maintenance work requests (through CAFM system)
• Liaise with external contractors and service providers.
• Schedule routine inspections and preventive maintenance activities.
• Monitor facility condition and report repair requirements.

Contractor and Vendor Management

• Coordinate contractor site access and permits.
• Maintain contractor documentation, insurance certificates, and compliance records.
• Support vendor selection and obtain quotations for facility-related services.
• Track contractor performance and service completion.

Health, Safety, and Environmental Support

• Maintain facility compliance records and documentation.
• Support site safety inspections and audits.
• Assist with emergency preparedness activities and evacuation drills.
• Support waste management and environmental compliance initiatives.

Administrative Support

• Maintain facility records, asset registers, and service contracts.
• Process purchase requisitions, purchase orders related to facilities services.
• Track facilities budgets and expenditure.
• Prepare reports and presentations for site management.

Compliance and Documentation

• Maintain maintenance logs, service records, permits, and statutory inspection documentation.
• Support compliance with local regulations and company policies.
• Assist in preparation for customer, regulatory, and internal audits.

Key Performance Indicators (KPIs)

• Timely completion of facility works orders.
• Contractor compliance and performance.
• Facility audit readiness.
• Accuracy of facility records and documentation.
• Budget adherence.
• Compliance with safety and environmental requirements.

Organisational Relationships:

• Reports to: Facilities Manager (Technical & Operations)
• Works closely with: Maintenance teams, EH&S personnel, Quality, Finance, Procurement, and external service providers.

Experience and Skills:

Experience

• Experience of facilities, office administration, property management, or industrial site administration.
• Familiarity with maintenance management systems (CMMS) is desirable.

Skills

• IOSH Managing Safely
• Strong organizational and administrative skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Ability to manage multiple priorities and deadlines.
• Good communication and stakeholder management skills.
• Basic understanding of health and safety requirements.
• Strong attention to detail and record-keeping.