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Facilities Management Administrator

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Date: 01-Feb-2019

Location: Aberdeen, GB

Company: Lloyds Register

Job ID:24745
Location:Aberdeen : Kingswells Causeway (LR_L000092) 
Position Category:Administration/Business Support
Department:GB110041 : ABN - Prime Four Kingswells (GB110041)
Position Type:Employee Regular
Education Required:See Job Description
Experience Required:See Job Description
Relocation Provided:



Role Purpose

To provide high level administrative support against defined procedures, with autonomy over workload to meet business needs. Undertakes a wide range of complex administrative activities and resolves complex queries.


Your duties will include

  • Support the Regional FM and the Global Property & Estates services.
  • Manage and track service invoices, payments, purchase orders and vendors.
  • Preparation of required purchase orders
  • Provide centralised administrative support for the Aberdeen Property and Estates Team.
  • Prepare and circulate, as required, the minutes of meetings as required.
  • Maintain the key contact register for all tenants including out-of-hours emergency contact details.
  • Maintain the Local Property Services Policies, Procedures and Processes documentation manual
  • Monitor television licences/sky and any necessary renewals.
  • Become a key contact and work with other support functions (e.g. Finance, Technology, Moves, Maintenance, Catering, Reception, Security) to ensure that activities, processes, records and other documentation is supplied and maintained.
  • Manage and maintain hard and soft central records for the department.
  • Be prepared to take on additional responsibilities as the need arises, or is identified, supporting the regional FM and covering team members when appropriate
  • Awareness of the overall environment in the building ensuring any reported problems are acted upon and closed out in a timely manner. 
  • To escalate issues to manager as necessary, and within any service level agreements or guidelines
  • Be daily point of contact with all third-party supply partners.
  • Deal with complex queries and build relationships with internal/external clients, as appropriate, including resolution of service problems.
  • To coach other team members, as appropriate, to achieve effective knowledge transfer and application.
  • Initiative to include health and safety responsibilities in all role profiles
  • To embed health and safety responsibilities into role profiles to ensure those responsibilities are understood and applied.  This will underpin our health and safety aspirations and support the development of a world class health and safety culture.
  • It has been agreed that the following statements should be included in the role profiles ready for PPPs.
  • Assess the risks and work in a safe manner always, robustly implementing health and safety rules, instructions and systems and refuse to undertake work that compromises your safety or health.
  • Report in a timely manner all incidents including near miss and safety observations (NMSO), accidents and injuries and raise any health and safety concerns with your line manager.


To be considered

  • Excellent communications skills, oral and written.
  • Has technical knowledge appropriate to the role, including relevant computer systems, and keeps this knowledge up to date
  • Effectively balances priorities to meet agreed deadlines for individual and teamwork.
  • Demonstrates flexibility to adapt to changing business needs.
  • Understands consequences of decisions and follows instructions.
  • Acknowledges and learns from mistakes.
  • Trouble-shooter: tackling minor financial difficulties.
  • Strong relationship building skills and good team player
  • Previous experience of working on a facilities helpdesk or using the CAFM system#
  • High attention to detail
  • Ability to problem solve
  • Knowledge of Health and Safety legislation






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