Senior Facilities Administrator

Job purpose

We’re a development bank that puts Wales’s potential at the heart of our decision–making. We finance businesses that stand to contribute financially, socially, ethically and environmentally to our communities and to the wider world. Every day, fuelling possibilities and bringing ambitions to life. 

We also operate in the North of England as FW Capital, specialising in SME finance.

We operate from 12 office locations across Wales and England, with the facilities team predominantly based in our Cardiff office which is the largest of our offices. 

The Senior Facilities Administrator provides facilities, health and safety and administrative support services to the Development Bank of Wales and the Group.   Duties include working with contractors and suppliers to deliver facilities management services for Cardiff and other offices as required, dealing with internal facilities support requests, carrying out H&S, first aid and fire safety tasks, general aspects of facilities management, office administration and providing occasional cover for front of house services.

This is an onsite role requiring attendance at the Cardiff office.  Occasional working from home is possible however this must fit around the needs of the business. 

Main duties and responsibilities 

Services 

Ensure the efficient running of the Cardiff office on a day-to-day basis, developing and maintaining positive working relationships with all departments.

• Support users in the use of meeting room MS Teams and audio visual equipment.
• Support users and the management of facilities, resources and travel management software tools. 
• Co-ordinate and deal with facilities support requests to a satisfactory resolution and in line with SLA’s.
• Maintain accurate and up to date records, providing information and reports relating to facilities operations.
• Provide cover for facilities administrators and front of house reception.

Buildings/Premises 

• Deal with landlords at Cardiff and other offices as required, working with their teams on all aspects of facilities management and the working environment. 
• Manage day to day external facilities services eg cleaning, shredding.
• Manage and arrange planned and reactive maintenance tasks for the Cardiff office and other offices as required. 
• Ensure office equipment and resources are in working order, investigating faults and providing resolutions. 
• Support the delivery of office moves and refurbishment projects.
• Support the management of office leases and licences. 

Contracts/Suppliers/Purchasing  

• Manage and process purchase orders, invoices and credit card payments within delegated authority, dealing with supplier or contractor queries.
• Support the procurement and management of supplier contracts.
• Carry out day to day purchasing of office equipment, resources and consumables, ensuring stock levels are managed efficiently. 

Health and safety 

• Coordinate and carry out tasks required to support compliance with health and safety statutory requirements.
• Support administration of contractor risk assessments, method statements and permits to work. 
• Provide support to colleagues and carry out new starter inductions, DSE, lone working and other H&S assessments.
• Co-ordinate and support fire warden and first aid arrangements.

Sustainability

• Support the groups sustainability activities to include contributing to sustainability reporting, and promoting sustainable practices within the office environment.

Any other task as may be defined by the Group Facilities Manager to meet the operational needs of the department. 

Knowledge, Skills, Abilities and Experience 

Essential 

• Relevant experience in a facilities role in a busy office environment.
• Ability to problem solve and deliver high quality positive solutions. 
• Great communication skills both face-to-face and over the phone/video calls.
• Flexible approach with capacity take on a variety of tasks working across all aspects of the wider Facilities team as required.
• Excellent administrative and organisational skills with the ability to prioritise and execute tasks in a high pressure environment.
• Must be able to work as part of a small team but also on own initiative.
• Keen interest in health and safety, wellbeing and office culture. 
• Keen interest in developing in facilities management. 
• Good IT skills with the ability to adapt to new software and systems, proficient in Microsoft Office packages including MS Teams.
• GCSE level including English and Mathematics.

Desirable 

• Welsh speaker.
• Trained as a first aider and/or fire warden. 
• Health and safety training or experience (IOSH or equivalent).

Apply

To apply for this role, please go to our recruitment page