Tempoprary Facilities Coordinator

Amber Employment Services Ltd.; Guildford; On-site; GBP 26,000 - 35,000; Full time

Job summary

Amber Employment Services Ltd. is seeking a reliable Facilities Administrator in Guildford for a 12-week temporary assignment to support the smooth running of the office.

You will handle day-to-day facilities requests, liaise with suppliers and building management, check meeting rooms and post deliveries to keep the workspace welcoming and efficient. This is a full-time role with potential extension for the right candidate, requiring strong organisation and communication.

Qualifications

• Previous reception, facilities or office support experience.
• Excellent organisational and time-management skills.
• Strong communication and interpersonal skills, with the confidence to deal with people at all levels.
• Discretion when dealing with confidential information.
• Event planning experience would be useful.
• Current First Aid at Work or Emergency First Aid at Work certificate desirable.

Responsibilities

• Carry out regular checks of meeting rooms, kitchens and office areas, ensuring everything is tidy and well stocked (Day to day).
• Check coffee machines and deal with any issues that arise (Day to day).
• Receive, sort and distribute post and manage deliveries (Day to day).
• Monitor and respond to facilities emails and queries (Day to day).
• Manage facilities requests through the ticketing system (Day to day).
• Check and order stationery and kitchen supplies (Weekly).
• Liaise with building management (Weekly).
• Send the weekly fire alarm test reminder (Weekly).
• Check air conditioning settings (Weekly).
• Issuing and tracking access cards and managing parking allocation (Other).
• Reporting and following up site issues with building management (Other).
• Coordinating with building management and contractors when required (Other).

Skills

Office administration

Organisational skills

Communication skills

First Aid knowledge

Job description

Facilities Administrator – 12 Week Temporary Assignment

Location: Guildford

Salary equivalent: £30,000 per annum

Hours: Full time, 36.25 hours per week

Working hours: 8.30am - 4.45pm or 9.00am - 5.15pm

Duration: 12 weeks, with potential to extend

We are looking for a reliable, organised and hands-on Facilities Administrator to join a busy organisation on a 12-week temporary assignment, supporting the smooth running of the office while a permanent appointment is made.

This is a varied role that would suit someone who enjoys being the person who keeps everything running behind the scenes. You’ll be responsible for maintaining a welcoming, well-organised office environment, dealing with day-to-day facilities requests and liaising with suppliers, building management and contractors.

The Role

Day to day

• Carry out regular checks of meeting rooms, kitchens and office areas, ensuring everything is tidy and well stocked
• Check coffee machines and deal with any issues that arise
• Receive, sort and distribute post and manage deliveries
• Monitor and respond to facilities emails and queries
• Manage facilities requests through the ticketing system
• Help ensure the office runs smoothly and efficiently

Weekly responsibilities

• Check and order stationery and kitchen supplies
• Liaise with building management
• Send the weekly fire alarm test reminder
• Check air conditioning settings

Other responsibilities will include

• Issuing and tracking access cards and managing parking allocation
• Reporting and following up site issues with building management
• Working with the office cleaner to agree daily priorities
• Supporting internal desk moves
• Booking couriers and catering
• Raising purchase orders and processing supplier invoices
• Supporting internal events, including set-up and clear-down
• Coordinating with building management and contractors when required

About You

We’re looking for someone who is highly organised, dependable and confident working independently. You’ll be comfortable taking ownership of day-to-day tasks, spotting what needs doing and getting on with it.

You’ll ideally have:

• Previous reception, facilities or office support experience
• Excellent organisational and time-management skills
• Strong communication and interpersonal skills, with the confidence to deal with people at all levels
• A practical, can-do approach and the ability to use your own initiative
• Discretion when dealing with confidential information
• Event planning experience would be useful
• A current First Aid at Work or Emergency First Aid at Work certificate would be desirable

This is a great opportunity to join a friendly and professional working environment on an initial 12-week temporary assignment, with the potential for the role to be extended.