WHAT DOES A FACILITIES ADMINISTRATOR DO?

Published: Feb 25, 2025 - The Facilities Administrator oversees all office reception services, including visitor health & safety briefings. Manages the office email inbox and supports the use of Workplace Facilities Management systems for bookings. Tracks issues, raises purchase orders, orders office supplies, and assists with meeting setups and new employee inductions.

A Review of Professional Skills and Functions for Facilities Administrator

1. Facilities Administrator Duties

  • Reception Services: Provide a reception service to all office users, including ensuring all visitors are given a Health & Safety briefing upon arrival.
  • Email Management: Manage the office email inbox.
  • System Utilization: Utilize and support others in using Workplace Facilities Management systems including desk and room booking.
  • Issue Tracking: Use the Workplace Facilities Management helpdesk to report and track office issues.
  • Financial Management: Raise purchase orders and update budget trackers.
  • Procurement: Order stationery and consumables from preferred suppliers.
  • Meeting Setup: Manage the presentation and setup of the meeting rooms including ordering hospitality catering.
  • Induction Training: Carry out new starter inductions.
  • Security Coordination: Arrange security passes for visitors and staff.
  • Mail Management: Manage incoming and outgoing mail & courier deliveries/collections in accordance with site procedures.
  • Contractor Supervision: Assist the Workplace Facilities Manager in contractor management and building maintenance, including monitoring contractors while on site.
  • Health and Safety Support: Support the Workplace Facilities Manager with other health and safety duties.

2. Facilities Administrator Details

  • Reception Management: Manage and operate the reception desk for visitors and employees.
  • Event Coordination: Manage meeting rooms and events, ensuring a high standard of hospitality for all site residents and visitors attending or hosting meetings, and maintaining the upkeep of the meeting areas.
  • Policy Implementation: Ensure proper application and implementation of policies and best practices related to workplace health and safety and business continuity.
  • Facility Maintenance: Ensure general upkeep of the office and equipment.
  • Event Planning: Coordinate events for internal and external visitors.
  • Customer Relations: Build positive customer relationships, ensuring quality service is provided, by aligning to the Boeing Values.
  • Security Management: Complete visitor screening process to support security requirements for the site.
  • Safety Training: Deliver the Health and Safety Induction to Contractors and Visitors as required.
  • Site Support: Support the Knaresborough site, which may require periodic visits.
  • Supplier Management: Manage the FM supplier, ensuring a safe and compliant site at all times.
  • Travel Coordination: Assist with travel plans and expenses.
  • Professional Standards: Accuracy, accountability, and confidentiality are key, together with professionalism, customer service, and flexibility.

3. Facilities Administrator Responsibilities

  • Administrative Support: Perform general administrative duties including filing, photocopying, scanning, and data entry.
  • Supply Management: Order office stationery.
  • Sample Handling: Unpack stability samples.
  • Data Analysis: Run deviation metrics and update the Site Compliance Dashboard on a weekly basis.
  • Quality Liaison: Liaise with the Quality Team to produce regional monthly metrics.
  • Library Management: Maintain an organized archived library.
  • Audit Support: Provide assistance with Audits.
  • Documentation: Draft memos and reports.
  • SOP Management: Review and update SOPs to support site projects.
  • Compliance Reporting: Update the Site Compliance dashboard every week.
  • Meeting Support: Attend meetings and WebEx to support the end client.
  • Safety Compliance: Ensure compliance with Company and client Health, Safety, and Environmental rules.
  • Environment Management: Establish and maintain a working environment conducive to positive morale, quality, creativity, and teamwork to Company standards.

4. Facilities Administrator Accountabilities

  • Administrative Support: Work with the Regional Director (East) and Contract Manager(s) to provide administrative support services across selected FM contracts.
  • Contract Monitoring: Perform contract monitoring services as directed by the Contract Management on specific contracts, such as monitoring subcontractor performance.
  • Financial Coordination: Work with Accounts Payable and Receivable to ensure invoices are submitted in accordance with contractual requirements.
  • Administrative Assistance: Assist the executive & management team with various administrative tasks as directed.
  • Report Preparation: Prepare and submit monthly client reports as necessary from time to time.
  • Service Coordination: Liaise with internal and external parties, allocating work from maintenance schedules and arranging and coordinating various services, reporting and invoicing on a pre-planned and ad hoc basis.
  • Process Development: Assist and contribute to the development and implementation of ongoing operational contract documentation, processes, and policies.
  • General Support: Undertake such other duties appropriate to the level and character of work as may reasonably be required within the business.
  • Compliance: Comply with all Company Policies, Management Plans, and Procedures, including Group Ethics policies and procedures.

5. Facilities Administrator Functions

  • Data Management: Saving all invoices that come into the business.
  • Meeting Preparation: Assist in the preparation of site meeting agendas.
  • Communication & Coordination: Dealing with callouts and liaising with contractors.
  • Document Verification: Chasing, checking, and ensuring all paperwork in support of invoices is accurate and correct.
  • Contract Management: Weekly chasing of servicing contracts.
  • Document Creation: Assisting in creating completion certificates for major works.
  • Billing: Issuing invoices to clients for payment.
  • Service Setup: Assist in setting up all-new services.
  • Data Organization: Saving and cataloging of paperwork.
  • Account Coordination: Liaising with accounts for statement of account.
  • Data Collation: Collating outstanding Quotation Analysis' & Quotation requests.
Relevant Information
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