Facilities Administrator

Manchester Arndale; Dublin; On-site; EUR 30,000 - 42,000; Full time

Benefits offered by this job

Award-Winning Employer

Digital Learning

Retail Perks

Professional Growth

Flexible Pay

Job summary

OCS UK & Ireland is a leading facilities management company employing 50,000+ colleagues with a turnover in excess of £2bn. We deliver services across facilities management, hard services, cleaning, security and catering, and we seek an organised coordinator to support fleet and security operations.

You will handle requisitions in Oracle, process invoices, manage SharePoint, and prepare reports and presentations while ensuring policy compliance and professional stakeholder engagement.

Qualifications

• Relevant third level qualification.
• Good experience in a similar role is desirable.
• Excellent knowledge of MS Word, Excel, PowerPoint and Outlook.
• Familiarity with ERP systems, particularly Oracle would be advantageous.
• Strong organisational and analytical capabilities with attention to detail.
• Ability to multi-task in a fast paced target driven environment.
• Excellent influencing, interpersonal and communication skills.
• Capable of working on own initiative and as part of a team.

Responsibilities

• Act as the Customer interface in answering fleet/security queries.
• Create requisitions through the Oracle system across all business units.
• Timely receipting and processing of invoices and routing exceptions for resolution.
• Respond to all queries from suppliers/vendors and track/ escalate as required.
• Maintain Fleet & Security SharePoint site and Document Management System.
• Coordinate diary management and travel arrangements for the team.
• Prepare presentations, spreadsheets, minutes of meetings and reports.
• Assist in tender and contract document preparation.
• General administration including typing, proofreading, printing and filing.
• Collate driver license information forms annually.
• Analyse data from various reports.

Education

Third level qualification

Tools

MS Word

Excel

PowerPoint

Outlook

Oracle ERP

Job description

About The Role:

Key Responsibilities:

• Act as the Customer interface in answering any fleet / Security queries received.
• Create requisitions through the Oracle system across all the business units.
• Timely receipting and processing of invoices and routing exceptions to appropriate team members for resolution.
• Respond to all queries from suppliers and/or vendors. Managing and tracking all such queries, escalating as required to the Regional Fleet & Security Managers/ Security & Fleet Team and ensure the closure of these queries in a timely and efficient manner.
• Information management, including the population and upkeep of the Fleet & Security SharePoint site and Document Management System
• Manage communications for the teams.
• Ensure adherence to relevant Company Policies and Procedures from a compliance point of view.
• Track, analyse and format fleet KPI's for inclusion in Department monthly report.
• Collate weekly, monthly, quarterly and ad hoc reports as requested.
• Preparation of presentations, spreadsheets, minutes of meetings and reports
• Assist in the preparation and administration of tender and contract documents.
• Co-ordinate the Diary Management and travel arrangements for the team.
• General administration including typing of correspondence/reports, proof-reading, printing, filing as requested by the Fleet Team
• Documentation of processes and implementation of efficiencies as they are developed.
• Collate Driver License Information Forms annually.
• Assist in the preparation of vehicle and equipment purchase orders and the tracking of the delivery of the ordered units.
• Analyse data from various reports
• Other duties as maybe assigned from time to time.

Essential Hiring Criteria:

• Relevant third level qualification
• Good experience in a similar role is desirable
• Excellent knowledge of the Microsoft Office products including MS Word, Excel, PowerPoint and Outlook
• Knowledge of Microsoft Project would be an asset.
• Familiarity with ERP systems, particularly Oracle would be advantageous.
• Strong organisational and analytical capabilities with attention to detail, high levels of integrity, and professionalism at all times, with a proven ability to multi-task.
• Ability to work well in a fast paced target driven environment.
• Sound judgment and decision making skills and ability to work under pressure.
• Excellent influencing, interpersonal and communication skills.
• Capable of working on own initiative.
• Customer Focused and a good team player.

About The Company:

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values -Trust, Respect, Unity, and Empowerment.

Why Work for OCS?

• Award-Winning Employer : Ranked 36th on Glassdoor's Best Companies to Work For 2025 - we value and motivate our people.
• Digital Learning : The OCS Academy offers digital courses and resources to help you build skills and grow your career.
• Retail Perks With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.
• Professional Growth : 600+ live learners across UK&I - Empowering colleagues with further development and qualifications!
• Flexible Pay : Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.