Opportunities for interim, contract and temporary positions

Workplace Administrator

Role Title:         Workplace Administrator

Location:          Cambridge, Wellington House (Regus)

Contract:          18 month FTC

Reports To:      Facilities Coordinator, Cambridge (High Cross)

Department:   Real Estate & Facilities (RE&F)

Job Purpose:   Day to day administration of facility services and to carry out some reception duties.

Principle Accountabilities:

·       Maintain the supplier section on Sharepoint for allocated locations including service agreements, risk assessments, method statements, certificates of liability insurance, supplier database, supplier safety information and all record management; ensure all documentation is up to date prior to works commencing

·       Prepare permits to work for suppliers

·       Maintain office supplies and stock control of maintenance supplies creating and placing orders as and when required

·       Schedule and document planned and reactive maintenance notifying the relevant locations. 

·       Monitor the Facilities helpdesk/ticket system allocating tasks to the relevant team member.  Update and close tickets

·       Contacting suppliers for quotes for ad-hoc requirements liaising with the Facilities Coordinator

·       Control, manage and track the allocation of lockers

·       Control, manage and track the allocation of parking permits, or similar

·       Provide support, where needed, with internal events and hospitality liaising with the relevant teams

·       To assist the Facilities Coordinator with moves and changes and other FM projects

·       Produce dashboards, reports and briefings to support the team

·       Coordinate the allocation and approval of supplier invoices ensuring alighed with quotes and/or budgets

·       Management of asset registers, floor plans and desk occupancy

·       Arrange and carry out, where appropriate, Health & Safety Inductions for new staff at Cambridge, Wellington House (Regus)

·       Undertake housekeeping tasks for Cambridge, Wellington House (Regus) reporting any concerns to the Facilities Coordinator

·       Manage post and courier requests for Cambridge. Wellington House (Regus) office

Measures of Success:

·      Maintaining Sharepoint site

·      Receives positive feedback from colleagues

·      Completion of tasks within agreed timescales

Essential Competencies, Knowledge, Skills and Experience:

·      previous administration experience

·      Ability to manage multiple tasks and deadlines effectively prioritising workload/time lines

·      Experience of working within Real Estate, Property or Facilities Management

·      Good communication and customer service skills

·      Awareness and understanding of Health & Safety regulations

·      Attention to detail

·      Effective team player

·      Able to manage own time and prioritise tasks 


·      Able to remain calm and work effectively under pressure

·      Can comfortably handle risk, change and uncertainty.

·      High energy/enthusiasm