Facilities and Administration Officer

Toshiba Europe Ltd; Cambridge; On-site; GBP 26,000 - 38,000; Full time

Job summary

Toshiba Europe Ltd. is seeking a detail-oriented Facilities and Administration Officer to support the Cambridge laboratory’s daily operations. You will act as the main point of contact for staff, visitors and contractors while ensuring efficient, safe and compliant facilities management.

The role covers front-of-house duties, purchasing, contractor coordination, health and safety, and event support, requiring strong organisational skills and the ability to prioritise a varied workload.

Qualifications

• Experience in facilities or office administration
• Strong organisational skills and ability to handle multiple priorities
• Experience working with suppliers, contractors and service providers
• Good administrative skills with attention to accuracy
• Confident interactions with employees, visitors and external suppliers
• Ability to work independently and take ownership to resolution
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel)

Responsibilities

• Office & Administrative Support: front-of-house, welcome visitors, manage access, coordinate taxis, post, couriers and deliveries, stock office supplies, process requests and maintain records.
• Purchasing & Supplier Coordination: review and authorise purchase orders, confirm details, issue orders, process GRs in Sage, liaise with suppliers and researchers, keep records.
• Facilities & Contractor Management: coordinate maintenance, manage relationships with contractors, monitor services, keep records of facilities and contractors.
• Health, Safety & Compliance: assist with site health and safety activities, maintain risk assessments and COSHH records, coordinate RAMS and inductions, act as Fire Warden and First Aider.
• Reporting & Events: prepare facilities, H&S and operations reports, support annual/half-year reporting, coordinate company and employee events.

Skills

Facilities experience

Office administration

Supplier management

Attention to detail

Communication skills

Microsoft Office

Tools

Sage

Job description

Role Purpose

The Facilities and Administration Officer is responsible for supporting the efficient, safe and effective day-to-day operation of the Cambridge laboratory.

Department: Administration

Location: Cambridge Science park

Employment Type: Full-time

The Facilities and Administration Officer is responsible for supporting the efficient, safe and effective day-to-day operation of the Cambridge laboratory.

Acting as a key point of contact for employees, visitors, suppliers and contractors, the postholder will ensure that operational requirements are managed efficiently, appropriate records and compliance standards are maintained, and employees are provided with a professional and well-organised working environment.

The role requires someone who is highly organised, proactive and able to manage a varied workload, balancing routine responsibilities with unexpected operational requirements.

Key Responsibilities

Office & Administrative Support 30%

• Provide front-of-house support, including answering incoming calls, welcoming visitors and managing visitor access.
• Coordinate taxis, post, couriers, deliveries and shipping requirements.
• Maintain appropriate stocks of office, kitchen and workplace supplies.
• Process administrative requests and maintain accurate records and documentation.
• Provide general administrative and operational support across the business.

Purchasing & Supplier Coordination 25%

• Review and authorise purchase orders, check details for accuracy, issue approved orders to suppliers, and process goods receipts and associated GR records within Sage.
• Liaise with suppliers and researchers to resolve queries and monitor outstanding orders.
• Maintain accurate purchasing records

Facilities & Contractor Management 15%

• Coordinate maintenance, repairs and servicing across office, laboratory and external areas.
• Manage day-to-day relationships with contractors and facilities service providers.
• Monitor building services and ensure facilities issues are identified and resolved promptly.
• Maintain relevant facilities and contractor records.

Health, Safety & Compliance 20%

• Support site health and safety activities, including workplace inspections, laboratory patrols and compliance checks.
• Maintain key H&S documentation, including risk assessments, COSHH records and statutory records.
• Coordinate fire safety, emergency preparedness and contractor compliance, including RAMS and inductions.
• Act as a designated Fire Warden and First Aider.

Reporting & Events 10%

• Prepare and maintain facilities, H&S, compliance and operational reports.
• Support Annual and Half-Yearly reporting requirements.
• Coordinate company and employee events, including Summer Events and Kick-off Meetings.

Essential

Skills and Experience

The Successful Candidate Will Ideally Demonstrate

• Previous experience within a facilities, office administration, operations or similar role.
• Strong organisational skills with the ability to manage multiple priorities simultaneously.
• Experience of working with suppliers, contractors and service providers.
• Good administrative skills with strong attention to detail and accuracy.
• Confidence in dealing with employees, visitors and external suppliers at all levels.
• Ability to work independently, use initiative and take ownership of issues through to resolution.
• Strong written and verbal communication skills.
• Good working knowledge of Microsoft Office applications, including Outlook, Word and Excel.

Desirable

• Previous experience supporting workplace health and safety activities.
• Experience using Sage or a similar finance/purchasing system.
• Experience working within a laboratory, scientific, technical or regulated environment.
• Knowledge of risk assessments, COSHH, RAMS and contractor management.
• First Aid and/or Fire Warden training.