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Facilities Administrator

Posted on Jan 18, 2019 by Page Personnel Secretarial & Business Support

Byfleet, Surrey United Kingdom
Admin & Secretarial
Immediate Start
Annual Salary

You'll provide efficient administrative support in line with Company policies on all facilities related matters: including lease and car hire, business travel, and all associated finance related administrative tasks.

Client Details

Join the facilities team of this FTSE 250 business in Weybridge as a facilities administrator.


Key Responsibilities as a facilities administrator:

Lease and Hire Car management

Lease car ordering and termination in line with Company policy
Liaising with lease and hire car companies,
Hire car arrangements accordingly to requirements and in line with budgets
Hire car invoice processing
Processing all Direct Debit lease invoices within deadlines
Dealing with fines and penalty charges
Updating NIC and P11D files regularly
Ensuring all cars are included on Insurance Cover
Providing employees with required information and help
Pool car management
Accident management
Preparing monthly salary deductions for FSE's and local employees

Business Travel Management

Travel arrangements for all employees in line with Company Policies, and ensuring cost effectiveness
Business Travel System management and coordination of travel authorisation
Liaising with Head office regarding any Global and relevant Local arrangements
Liaising with Hotel and Travel Management Companies and Airlines
Invoice booking and Vendor statement reconciliation
Preparing accruals for month end preparation
Hotel contract renewals and rates negotiation

Fuel Card Management

Fuel card termination and ordering in line with Company policy
Processing Fuel cards Direct Debits

Facilities support

Corporate VIP event support
Building lease management support
Vendor management support
Office layout support
Office stationary managements

Local Insurance Management

First point of contact for all insurance queries
Management of insurance related data (accident report forms, correspondence with insurance companies and brokers, and car repairers etc.)
Quarterly claim reviews and yearly renewal process
Supporting Head office with any Global Insurance inquiries


Previous experience in a similar role within a relative business environment.

  • Good organisational and administration skills including attention to detail and speed of execution
  • Excellent interpersonal and communication skills
  • Able to solve business and customer related issues
  • Have good working knowledge of Microsoft Office packages (eg.Word, Excel, PPT)
  • Intermediate to advanced level Excel would be an advantage
  • Highly focussed and capable of sustaining a fast pace in a dynamic environment
  • Ability to work on own initiative within parameters of the role
  • Completer finisher - able to be resilient to drive issues through to a successful customer focused solution
  • Good judgement - able to make practical and realistic decisions within scope of responsibility
  • Experience of working within a performance management environment - KPIs and Service Level Agreements

Job Offer

Competitive basic salary and excellent benefits

Reference: 619977599

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