Facilities and Administration Officer

Toshiba EMEA; Cambridgeshire and Peterborough; On-site; GBP 26,000 - 38,000; Full time

Job summary

Toshiba EMEA in Cambridge Science Park is seeking a Facilities and Administration Officer to support the day-to-day operation of the Cambridge laboratory, providing front-of-house service, coordinating suppliers, and maintaining records and compliance. The role requires someone highly organised, proactive and able to manage a varied workload while maintaining a professional working environment.

You will liaise with employees, visitors and contractors, oversee health and safety tasks, RAMS and

Qualifications

• Previous experience in facilities, office administration, operations or similar role.
• Strong organisational skills with ability to manage multiple priorities.
• Experience working with suppliers, contractors and service providers.
• Good administrative skills with attention to detail and accuracy.
• Confident communication with employees, visitors and external suppliers at all levels.
• Ability to work independently and take ownership to resolution.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office applications (Outlook, Word, Excel).

Responsibilities

• Provide front-of-house support, including answering calls, welcoming visitors and managing access.
• Coordinate taxis, post, couriers, deliveries and shipping requirements.
• Maintain 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.
• Review and authorise purchase orders, liaise with suppliers and process receipts in Sage.
• Coordinate maintenance, repairs and servicing across office, laboratory and external areas.
• Monitor facilities issues and maintain relevant records.
• Support site health and safety activities, including inspections and COSHH records.
• Coordinate fire safety, RAMS and inductions, and act as Fire Warden/First Aider.
• Prepare and maintain facilities, H&S, compliance and operational reports.
• Coordinate company and employee events.

Skills

Organisational skills

Supplier liaison

Communication skills

Document management

MS Office

Tools

Sage

Office 365

Job description

Department: Administration
Location: Cambridge Science park
Employment Type: Full-time

Role Purpose

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.

Skills and Experience

Essential

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.