Friday , February 23 2024

Sodexo Careers Near Me – Facilities Administrator

Website Sodexo

Job description

EXPERTISE

Facilities administrator

Function:

Corporate Services – BAE Systems

Position:
Facilities Administrator
Job holder:

Date (in job since):

Report to:

General Operations Manager

Position location:

Site based

1. Purpose of the Job – State concisely the aim of the job.

  • To provide an efficient, effective and professional administration role in support of the Site Services Team for the BAE Systems – Prestwick Account. This is a key role which does involve interfacing directly with senior managers and clients in addition to exposure to confidential information.
  • Attend all departmental meetings as requested and Company Training Courses.
  • Provide admin support as required to include; Photocopying, filing, SAP, IMS, Process of VO’s, PO’s and invoicing.
  • Central point for Hard Services Admin support for ESM, Engineers & staff on site.
  • Client facing & support for raising of day to day activities inc but not limited to reactive, planned & minor works.
  • Sub-Contractor liaison and point of contact for day to day activities.
  • Financial support for monthly reporting, cost control & spend.
  • Support of payroll, Kronos (Staff timekeeping and management)
  • Soft service admin support where necessary.
  • Answering Telephones and recording messages & Helpdesk support.
  • Logging of information onto spread sheets and producing reports.
  • Processing and preparation of quotes, invoices, etc
  • Purchasing of goods and receipts in line with the Sodexo Supply Chain Solution

2. Organisation chart –

Draft. Version: 27-03-2022

3. Context and main issues – Describe the most difficult types of problems the jobholder has to face (internal or external to Sodexo) and/or the regulations, guidelines, practices that are to be adhered to.

  • This role requires an individual who can manage their own workload including the often conflicting requirements of central management and remote site teams.
  • This role is within a busy team, where often team members are travelling or working remotely.
  • Flexibility – flexibility on work schedule may be required at times with notice

4. Main assignments – Indicate the main activities / duties to be conducted in the job.

  • To upload and retrieve reports from share point
  • Support the hard services team in achieving SLA’s
  • Raise and track purchase orders using SAP
  • Investigate queries associated with unpaid invoices
  • Assist with contractor management, visit authorisation, clearance support, etc.
  • Attend weekly meetings and provide subsequent minutes.
  • Issue responses to general enquiries.
  • Perform general clerical duties, to include filing, laminating, photocopying and scanning documents.
  • Order and maintain stock for the facilities department
  • To provide a wide range of administrative support including typing of minutes and reports, assisting with training, travel plans etc.

5. Accountabilities – Give the 3 to 5 key outputs of the position vis-à-vis the organization; they should focus on end results, not duties or activities.

  • To collate information from various supplier web portals etc and scan and upload information the Sodexo Information Management System (IMS)
  • Audit contractor files, to ensure they are kept in date and compliant
  • To review engineering reports and generate corrective actions and monitor remote site activity regarding close out of these actions.
  • Provide support to the maintenance team on the raising of PPM and scheduled job requests.
  • Input weekly payroll information for all site staff on to UDC.

6. Person Specification – Indicate the skills, knowledge and experience that the job holder should require to conduct the role effectively

  • An outline knowledge of Building Services Engineering and/or facilities management.
  • Previous experience in a Building Services/Facilities Administration role
  • Accuracy in review of documentation and process as part of auditing requirement
  • Good standard of general education
  • Proficient with Microsoft office applications (including Outlook, Word, Excel, and PowerPoint)
  • Excellent numerical and verbal skills
  • Good communication skills when dealing with the Sodexo and client teams
  • Familiar with SAP and Payroll administration
  • Must be able to work independently
  • Will require SC clearance

7. Competencies – Indicate which of the Sodexo core competencies and any professional competencies that the role requires

  • Information accuracy
  • Flexibility and support of other functions and team members
  • Employee Engagement
  • Learning & Development

8. Management Approval – To be completed by document owner

Version

1.0

Date

April 2022

Document Owner

Elaine Kane

Job Type: Full-time

Salary: £19,500.00-£20,400.00 per year

Schedule:

  • Monday to Friday

Ability to commute/relocate:

  • Prestwick, KA9 2RW: reliably commute or plan to relocate before starting work (required)

Application deadline: 14/10/2022
Expected start date: 28/10/2022



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