Workplace Facilities Administration Associate

Our Workplace and Facilities Management team plays a pivotal role in creating and delivering a positive and successful employee experience across our real estate portfolio. We're proud of how our sustainability efforts minimise energy consumption, reduce waste and promote ecofriendly practices, all while orchestrating best-in-class facilities for our people. We're here to create inspiring spaces that our people want to be in, providing a conducive, inclusive and productive work environment, always thinking about workflow efficiency, employee comfort and collaboration. Our team optimises the use of physical spaces, ensuring that we align with organisational goals. This can include defining and evolving our workplace strategy, managing office layouts, seating arrangements, meeting rooms and the associated services required to ensure the successful day-to-day operation of our facilities including the physical assets such as furniture, equipment, and infrastructure., Role Purpose: Supporting the Workplace, Facilities & Real Estate Team with Contracts and Facilities Administrative Support. The Workplace, Facilities & Real Estate Contracts & Admin Associate provides essential financial, administrative and operational support to ensure the smooth running of Workplace, Facilities & Real Estate services. The role supports budget management, CapEx projects, procurement, invoice processing, contract administration and general office operations. It is a key role in maintaining efficient facility services and compliance.Your responsibilities Financial Administration

• Process purchase orders, invoices and goods receipting in line with company finance policies.
• Track expenditure against budgets and support monthly financial reporting.
• Assist with forecasting, accruals and cost analysis for WRFES budgets.
• Liaise with suppliers and the finance team to resolve billing queries.
• Working alongside the WFRES team for raising and recording of CapEx documentation in relation to Project Works for WFRES for submission for approval
Facilities Administration
• Maintain and update the Workplace & Facilities monthly scorecard
• Updating of headcount tracker and occupancy reporting data.
• Helping with the tracking of Quality One (compliance documentation)
• Support with site events that require a Workplace & Facilities Support
• Support in the preparation and issuing of site communications that relates to maintenance/project works
• Preparation of presentation/word documentation to support WFRES
Key challenges
• Handling invoices, raising PO's and dealing with supplier queries within tight monthly deadlines while ensuring accuracy and compliance.
• Ensuring all financial, compliance and operational records are up to date and audit-ready requires strong attention to detail and consistent follow-through.
  
  Experience in finance and administrative support roles
• Strong organisational skillset and attention to detail
• Proficient in use of Microsoft office tools and relevant business systems
• Excellent communication and stakeholder management skills.
• Attention to detail and ability to work to deadlines
Technical and professional qualifications
• Experience within Workplace, Facilities Management, Real Estate or similar
Personal Attributes
• Proactive & helpful approach
• Reliable, accountable, and consistent
• Collaborative team player
• Able to always maintain confidentiality and professionalism
The skills for success Administration, Facilities, Expenditure Management, Capex, Compliance, Financial reporting, Organizational skills, Communication and influencing skills, Attention to detail, Analytical and problem-solving skills, Customer service skills.

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