Facilities Administrator

Ascot Racecourse Ltd; Ascot; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Healthcare support app

Wellbeing support

Staff events

Exclusive discounts

Job summary

Ascot Racecourse Ltd is looking for a Facilities Administrator to join the Estates department at the Ascot offices. You will coordinate facilities administration, run the helpdesk, manage contractor and supplier processes, and maintain accurate facilities information for the wider team.

The ideal candidate has experience in Facilities, Construction or Engineering, strong communication skills, and good IT abilities with CAFM experience desirable.

Qualifications

• Proven experience in Facilities, Construction or Engineering role.
• High standard of oral and written communication at all levels.
• Computer literate with a good standard of IT knowledge including Microsoft Office.
• CAFM experience desirable (Training will be provided).

Responsibilities

• Run a daily helpdesk, logging and triaging requests on the CAFM system.
• Support the Facilities Management Team with administrative duties.
• Assist with booking service works, reactive callouts and remedial works around events.
• Administer the Facilities Management contracts database and update locations, contacts and drawings.

Skills

Facilities experience

Communication skills

IT literacy

CAFMS knowledge

Tools

Microsoft Office

Job description

Welcome to Ascot where tradition meets innovation and excitement is the heartbeat of our business.

We are a destination for over 500,000 guests each year where passion, elegance, and celebration converge and it is our team of behind-the-scenes heroes that bring every intricate detail to life.

As one of the world's leading racecourses, Ascot is renowned for its rich heritage spanning over 300 years. But we are not bound by the past; we're driven by the pursuit of excellence in everything we do.

From hosting our flagship event, Royal Ascot, to pioneering sustainable practices, we are committed to building a Global lifestyle brand, wrapped around the world class horse racing we run.

At Ascot we believe in preserving the beauty of our surroundings and minimising our ecological footprint. From eco-friendly initiatives to community engagement programs, we strive to make a positive impact on both the environment and the lives of those around us.

What we are looking for

We are currently seeking a Facilities Administrator to join our Estates department, based in our offices at the racecourse in Ascot, Berkshire.

What you’ll be doing

• The Facilities Administrator supports the effective operation of Ascot Racecourse by coordinating facilities administration, managing helpdesk activity, supporting contractor and supplier processes, and maintaining accurate facilities information for the wider team.
• This is an excellent opportunity for an organised administrator with experience in Facilities, Construction or Engineering to support a leading venue within a busy Facilities Management environment.
• Run a daily helpdesk, making sure all requests and faults are logged and triaged on the CAFM system using a prioritisation process.
• Support the Facilities Management Team with administrative duties.
• Assist the Facilities Management team with booking service works, reactive callouts and remedial works following servicing, ensuring that all required Health and Safety documentation has been requested, received and approved, and that works are scheduled around racing and non-racing events.
• Support the team on the build-up to Racing and Event days with duties such as issuing keys, booking accreditation and other administrative duties.
• Administer the Facilities Management contracts database, ensuring it is kept up to date. Update all necessary information, including locations, contacts, assets and drawings where possible.
• Maintain Facilities Management H&S Logbooks on a shared database.
• Responsibility for key management on site for both in house staff and contractors.
• Support race days as required by operating the Facilities Helpdesk.
• Support the Facilities team with administrative duties such as diary management, filing, correspondence & production of presentations.
• Ensure all contractor sign-in procedures are followed, including Permit to Work requirements and key issuing.
• Organise when requested and coordinate meetings on behalf of the Facilities Management Team, taking & producing minutes as appropriate.
• Order all departmental PPE, Uniforms & equipment as required.
• Maintain the Facilities online shared folder ensuring data is up to date & easily accessible.
• Develop & maintain archiving for the department.

Such other duties as the Company may, at times, reasonably require.

Skills and experience you can bring

• Proven experience in Facilities, Construction or Engineering role, with hands-on experience in building operations, contractor & supplier coordination, and office administration
• High standard of oral and written communication at all levels
• Computer literate with a good standard of IT knowledge including Microsoft Office
• CAFM experience desirable (Training will be provided)

What you can expect from us

• A best-in-class welcome with a tailored induction and racecourse tour, as well as a wide range of training schemes to help with your learning and development
• Access to a range of wellbeing support for yourself and your family including a dedicated Employee Assistance Programme and Healthcare support app with 24/7 virtual GP access
• Opportunity to make an impact in our volunteer week with a day out of the office to support local community and charity partners
• End of year offices closed (extra 2 days annual leave added to your entitlement)
• Clothing and hat hire
• Complimentary race day entry for friends and family
• Exclusive discounts in local shops and cafes
• Exclusive discounts from selected partner brands and suppliers

And let’s not forget, invitations to our staff social events as well as annual parties and afternoon-teas to celebrate our most special occasions throughout the year.

What sets us apart from the rest

We take pride in our commitments to make a positive change for now and future generations to come, whether through our Diversity and Inclusion strategy and training programmes, our award-winning ‘Racing To Zero’ sustainability actions, or our forward thinking employee benefits including flexible working and menopause policies, as well as health and EAP support access.

We are also proud of our community outreach which includes a volunteering week for all employees to spend time supporting local charities.

Our Diversity and Inclusion Vision

We are committed to ensuring guests from all backgrounds and communities feel welcome at the Racecourse and are working to ensure our internal teams are nurtured within a supportive and inclusive environment. Our mission is to eliminate discrimination and prejudice of any kind at our venue and throughout our business. By educating and implementing meaningful actions across all that we do, we can make certain that Ascot is a place for everyone to enjoy.

As an equal opportunities employer, Ascot Racecourse is committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership. We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join our company.