Facilities Administrator

Ad Warrior Ltd; England; On-site; GBP 22,000 - 27,000; Part time

Job summary

Medical Detection Dogs is seeking a part-time Facilities Administrator to support the facilities team at the Great Horwood centre. You will handle administration, supplier coordination, and record-keeping to ensure smooth day-to-day site operations.

The role requires prior facilities or front-of-house experience and strong IT skills, with proficiency in Microsoft Office Suite. Salary is £24,853 per annum (FTE), pro rata for 15 hours per week.

Qualifications

• Previous experience within Facilities Management, Hospitality or Front of House Environment.

Responsibilities

• Facilitates administration and operational support to the Facilities function.
• Record keeping and coordination of supplier information and service records.
• Support facilities reporting and budget monitoring.

Skills

Facilities management

Microsoft Office Suite

Tools

Microsoft Office

Job description

Facilities Administrator

Location: Medical Detection Dogs Centre, Great Horwood, MK17 0NP

Salary:£24,853 per annum (FTE), pro rata

Vacancy Type: Permanent, Part Time, 15 hours per week

Medical Detection Dogs trains dogs to save lives.

We train specialist dogs to detect the odour of human disease, providing life-saving Medical Alert Assistance Dogs to people with complex health problems across the UK and collaborating with NHS Trusts and other researchers and Universities both in the UK and internationally to advance the early diagnosis of disease. We have an exciting new opportunity to join this small, but ambitious charity that is a world leader in its specialist, innovative field.

Main Purpose & Scope Of The Role:

To provide efficient administrative and operational support to the Facilities function, ensuring the smooth day-to-day management of facilities services, suppliers, records and site operations.

What You'll Do:

Facilities Administration

• Manage purchasing requests, purchase requisitions and facilities-related orders.
• Administer uniform ordering, distribution and stock control.
• Purchase and provision of office supplies and stationery.
• Coordinate reception arrangements and associated administration.
• Manage incoming and outgoing post, courier services and franking.
• Maintain water testing schedules and records.

Record Keeping and Coordination

• Maintain facilities compliance records and documentation.
• Assist with scheduling contractor visits and service appointments.
• Maintain supplier information and service records.
• Support facilities reporting and budget monitoring.
• Maintain contractor file to include insurance documentation and staff qualifications as appropriate.

Supplier and Contractor Support

• Liaise with contractors and suppliers regarding appointments, quotations and service delivery.
• Raise purchase orders and track expenditure where required.
• Support contract administration activities.

Shared Facilities Operations - including cover for non-working hours of the Facilities Manager

• Coordinate day-to-day operation of:
• Storage facilities
• Waste and recycling
• Merchandise stock and storage
• Supplier and contractor management
• Air conditioning systems

Facilities Administrator

• Automatic gates and doors
• Water heaters
• Cleaning services
• Utilities providers
• Furniture
• Gardening and grounds maintenance

Customer Service

• Act as a first point of contact for facilities enquiries.
• Provide support to staff regarding facilities issues, maintenance requests and site services.
• Escalate operational or compliance concerns to the Facilities Manager.
• Volunteer and Assist with Fundraising Events throughout the Year as needed.

Person Specification:

• Previous experience within Facilities Management, Hospitality or Front of House Environment.
• Financial experience in tracking and monitoring purchases ensuring best value for money.
• Proficient using Microsoft Office Suite (Word, Excel, Powerpoint) with sound attention to detail.
• Excellent written and verbal skills.
• Ability to work individually and part of a team.
• Ability to deputize in the absence of the Facilities Manager.
• A positive "Can-do" attitude and willingness to learn

Other Requirements