Operations Administrator F/M

PRIMARY PURPOSE AND OVERALL OBJECTIVE OF THE JOB:

The role will be to provide and manage administration responsibilities for the Site Services operations team. This will include but not be limited to providing a broad range of administration support for the Site Services team across Hard, Soft, Energy and Project services. Further to that the role will oversee the Helpdesk function and CAFM system, office stationary, enquiries/work requests, reception administration cover, single point of contact for absence cover and routing of GFM building related inquiries and occasional support for the Site Managing Director on request.

Primary Responsibilities:

The Operations Administrator will be working directly for the Soft Services Manager. The role will be fully embedded within the team and attend meetings, briefings and all appropriate team activities. The role will form a key part of the team and as such be a pivotal role in the delivery of critical business services. The role will be the key point of contact for the operational teams Hard/Soft/Energy /Projects, coordinating business requests and enquiries/visitors with the appropriate Site Services manager. Key responsibilities within scope will include, but not be limited the following activities,

• Preparation of the weekly management report
• Preparation of the monthly dashboard report
• Tracking and reporting on operational backlog
• Supporting all of the Site Services team ad hoc administration requirements
• Providing support to the Site Managing Director on request
• Providing Reception cover for sickness/holidays
• Coordinating with the Reception Administrator for leave/sickness cover
• Production of Jira (GFM) data for reports and specific requests
• Overall expertise on the CAFM application
• Support with audits and production of key information
• Tracking and closing out audit actions
• Support with procedure and risk assessment reviews
• Raising reactive work orders on the Jira system
• Logging jobs and business issue that are reported by ASN staff
• Arranging meeting rooms and coordinating diaries
• Supporting financial reporting and budget tracking
• Managing Site Services filing architecture
• Coordinating requests and queries in managers absence
• Passing urgent requests to the relevant team members as required
• Purchasing and ordering of material/parts
• Management of stationary requirements
• Management of signage requirements
• Coordination/ordering of PPE and workwear
• Support of special functions/hospitality requests
• Dealing with some emergencies and escalation of site services issues
• Ordering and stock control of stationery and consumables items required for the operational service
• Support of subcontractor induction and permit issuing where trained and appropriate
• Supporting HSE enquiries and requests for the operational teams