Facilities & Operations Administrator

Facilities

• Act as the main point of contact for all office related queries, liaise with Managers and staff and take a hands-on approach to ensure smooth running of the office day to day.

• Create and maintain a safe working environment for visitors and staff who work within the building by implementing regular inspections and walk throughs of the premises and identifying any potential issues for action.

• Coordinate all contractors that attend site and ensure all the relevant documentation is in place prior to the work commencing including necessary permits and risk assessments (RAMs). Ensure Service Inspections are carried out in detail, documented, and executed in a timely and efficient manner in accordance with the criteria detailed in Facilities Contract Attendance Document and ensures efficient management of all 3rd party vendors.
• Act as site safety coordinator - knows and ensures consistent compliance with Canon’s Health, Safety policies, and procedures.
• Act as a part of site Emergency team, as required for emergency control activities.
• Co-ordinate site waste and recycling arrangements.
• Co-ordinate with Security and report any faults on access entry system where necessary.
• Ensure that all compliance services for the premises take place and are recorded for ISO certification.
• Maintain stock of workplace consumables and manage ordering
• Supporting the onboarding of new employees to Canon including arranging new starter packs, including mobile phone and fob and coordinating delivery of laptop.
• Other general administration duties that may arise from time to time.

Fleet management

• Administration of the car fleet processes with knowledge of company car policy and implementation of same.
• Manage vendor relationships and employee queries
• Coordinating all toll tags, parking tags, insurance and tax disks.
• Reviewing and analysing mileage, odometer and fuel reporting for compliance including calculate BIK for all company vehicle drivers, in line with revenue guidelines.

Travel Booking

• Act as the Travel Champion/Super User for the business in line with the company travel policy.
• Monitor travel spend, trends and reporting. Ensure that
• Support users with guidance and escalations
• Update travel spreadsheet monthly.

Environment

• Champion for Ireland to ensure any sustainability programs or procedures are implemented.
• Ensuring that the requirements for ISO14001 are in place and of a high standard for auditing purposes.
• Participating in internal and external audits.

Health & Safety

• To be vigilant to any Health and Safety risks and raise concerns with the relevant department.
• Ensuring that site is of a high standard for auditing purposes.
• DSE assessor providing relevant, practical advice and guidance, e.g., on workstation set-up, posture etc.
• To be a fire warden and first aider for the site.

• Ensure statutory fire testing and associated checks are completed in a timely manner.

• Organise staff training Fire Marshal and First Aid ensuring an appropriate number of certified Fire Marshals and First Aiders.

• Ensuring that any actions or recommendations raised from risk assessments internal or external are completed to a satisfactory conclusion in a timely manner.

Reception

• Answer incoming calls from the reception line.
• Deal with incoming correspondence from clients/customers/staff ensuring the correct department is contacted.
• Monitor reception mailbox responding to all emails within 24 hours.
• Carry out Post Room activities including receipt, sorting, and distributing incoming and outgoing post to and from post collection points.
• Check that printers and photocopiers are supplied with paper and change toner cartridges when required.
• Monitor and maintain stationery levels, ordering stationery as necessary or when requested.
• Deliver goods received to correct destination/person.
• Administer access control cards and keys for visitors, contractors, and staff.
• Allocate company mobile phones.
• Organisation of catering for building when requested including customer visits.
• Receive, record and lodge all cheques for the business
• Raise purchase orders and receipt goods received for payment purposes.
• Ensure all expected invoices are received by Account Payable for timely payment.
• Validation of all invoices received.
• Liaise with AP if there any queries or approvals required.
• Make general purchases for the company in line with the purchasing policy after obtaining the required approval (including Capex spend).
• Monitor cost reporting and related queries.

Procurement

• Raise purchase orders and receipt goods received for payment purposes.
• Ensure all expected invoices are received by Account Payable for timely payment.
• Validation of all invoices received.
• Liaise with AP if there any queries or approvals required.
• Make general purchases for the company in line with the purchasing policy after obtaining the required approval (including Capex spend).
• Monitor cost reporting and related queries.

Asset Management

• Conduct periodic stock takes and ensure inventory records are accurate.
• Validate costs for all assets (storage, disposal etc.)

Stock and Logistics Admin

• Request asset creations and upload 2nd hand stock to CPQ.
• Send monthly update to service and sales.
• Liaise with logistics partner to ensure accurate recording of 2nd hand stock and stock for scrap.
• Periodic stock take of second hand machines inventory.
• Receipting of logistics costs on PPO.
• Monitoring of logistics costs.

General

• Complete all mandatory company training and job specific training required for the role.
• Participate in cross-training and continuous improvement initiatives
• Provide backup support for wider Business Operations activities as required.

Personal Specification e.g. Technical skills, knowledge, experience required

• Organised with excellent administration skills and attention to detail.
• Flexible and adaptable, able to work in a fast paced and changing environment.
• Self-motivated.
• Able to manage your workload with limited supervision.
• Experience of working as part of a team.
• Ability to use own initiative, pick new things up quickly and the confidence to highlight areas of concern.
• Confident with numbers and the use of excel.
• Able to produce reports and analyse data
• Good communication skills complimented by the ability to listen to customers, both internal and external.
• Intermediate knowledge and application of office applications such as MS Excel, Word, SharePoint, etc.
• Clean full driving license and own vehicle required.

Health and Safety

First Aid

Fire Marshal

Fleet Management

Competencies

• Apply High Standards of Accuracy
• Communicate effectively
• Focus on the customer
• Create solutions to problems
• Drive for results
• Plan & Organize Effectively
• Take Ownership & Accountability