Facilities Administrator

The Economist Group is the leading source of analysis on international business and world affairs. We deliver our information through a range of formats, from the newspaper to conferences, business information and electronic services. What ties us together is the objectivity of our opinion, the originality of our insight and our advocacy of economic and political freedom around the world. 

The Facilities Team are responsible for ensuring that our offices are able to provide a safe and pleasant work environment for all of our colleagues. You will Manage administrative support to the European Facilities Manager and the Facilities Team.

This is a fixed term contract position for 12 months.

How you will contribute?

• Manage the general administration of the office. 
• Assist the Facilities Manager with projects, moves and all day to day issues.
• Allocate administrative duties to the Facilities Administration Assistant and Facilities Helpdesk Assistant as required, ensuring that all processes are followed and actions are completed.
• Maintain the budget schedule, including updating purchases and orders on a regular basis.  Compare the schedule against monthly budgets and assist with the preparation of budgets and analysis of expenditure against budget.
• Collate and deal with all departmental invoices, including coding, preparing accruals, troubleshooting and liaising with Finance and external suppliers as necessary. Maintain Purchase card receipts and statements for the Facilities team on a monthly basis
• Manage the administration of the UK mobile phone contract. Process all enquiries, order requests and queries. Reconcile monthly phone bills and allocate departmental charges.
• Maintain general records and information including administration of the Facilities Purchase Order system. 
• Assist with the administration of the global sustainability and environmental database. Collect and process data from all global offices. 
• Assist with the management of global office security, collating and updating information and records. 
• Manage the administration of facilities and property maintenance contracts, including sourcing new suppliers and assisting with tenders.
• Manage regular administration of the Property budget files, including service charge, rent and rates invoices. 
• Assist with administration of the group Property Database. Updating lease information on an ongoing basis.
• Assist in daily management of the access control systems. Producing cards, Liaison with the Landlord and ensuring that all cards are accounted for at all times
• Maintain departmental sickness and holiday records. Sort and manage the incoming post
• Cover the Facilities Helpdesk/Switchboard/reception as required during sickness absence and annual leave

The ideal skills for this role include:

• Good team player with a strong willingness to participate and help others
• Be computer literate, with Microsoft office experience. Proficient in excel and word
• Demonstrate thoroughness and strong ownership of work.
• Flexible,‘can do’ attitude and a proactive approach
• Clear communicator – able to deal with people at all levels
• Good administration and organisational skills
• Customer service orientated and good ‘diplomat’
• Good decision making and problem solving skills
• Excellent attention to detail