Executive Assistant and Facilities Manager

About the role

The Power Centre represents a £2m investment for the company, and it is important that it remains a flagship site for the company and one that has a clear positive impact on customers, colleagues whilst driving our industry leadership in pest innovation. The role of the Facilities Manager is to provide support & liaise with all teams using the site. Coordination of all site maintenance issues in order to ensure its smooth running and provide a customer-friendly place for meetings. It is also expected that this role will occasionally help with the running of our other technical & sister site, the Technology Centre and connect with other FMs to share and apply relevant best practices and learnings on facilities management The role also includes EA duties to the Group Innovation & Product Development Director, Crawley including diary management and administrative support for the I&PD Leadership Team. The role's key responsibilities will include: Facilities Management Manage the day to day running of The Power Centre, including the relevant service providers, and the Management Agent as necessary, to provide a high quality facility in a cost efficient manner Line manager to onsite cleaner, ensuring the site is welcoming and kept to a high standard of cleanliness and hygiene at all times. Maintain records of servicing, site plans, etc to enable future maintenance work to be carried out easily. Administer the site access pass and Sign In system to maintain site security, and coordinate details of keyholders etc with the alarm company to ensure out of hours response can be achieved. Issuing/cancellation of security staff access passes where required Manage external contractors on site, ensuring all contractors sign in and RAMS are supplied prior to commencement of any works. Proactively communicate any on site works to Power Centre users to minimise disruption Manage the Power Centre annual budget. Including AOP process, tendering and sourcing external suppliers for works contracts, payment terms and setting up accounts, PO process, invoicing, and monitoring the annual budget to maintain the cost centre within budget. Be the Point of contact with the Manor Royal Business Improvement District Coordinate communication of key facility messages to the other teams and site users to ensure smooth running of all site functions and minimise disruption. To provide support to other office functions in order to ensure the smooth running of the site, e.g. forwarding of expenses, maintenance of training files and other confidential HR information, office supplies, maintain copiers and replenish toner, provision of drinking facilities, room booking system. Lab Tours / Visitors - Act as the main point of contact and co-ordinator for internal and external visitors, as well as all callers, to The Power Centre. Facilitate the visitor experience by ensuring preparations are in place, e.g. parking, catering, meeting rooms, WiFi codes, Welcome Screen in Lobby . For customer and VIP visits, take the lead in making sure preparations are in place, colleagues are briefed and a plan is in place for a smooth experience. Organise additional requirements such as meeting space / catering Coordinate with all users to maintain a calendar of events and important visitors and ensure all concerned are aware and prepared. Sign for all deliveries and inform recipients and open unnamed post and distribute accordingly Manage suppliers, including sourcing, negotiating quotes and payment terms as well as setting up accounts Schedule all preventative A/C maintenance and action urgent & emergency maintenance Schedule PAT testing for electrical equipment as required for site Assist Site H&S Manager to maintain safe operations by coordinating First Aid and Fire Marshal training and following up on any site specific measures to maintain the site and its systems EA responsibilities, including: Diary management: providing availability, scheduling meetings with agreed agendas (internal and external), diary blocks and proactively resolving any diary conflicts Arrange all travel / accommodation needs to requirements, including visa applications where required Proactively organise and process expenses accurately & on time Organise on-site and off-site team & external meetings as required, including attendance if required Maintain confidentiality at all times Use Adobe sign to collect and file signatures from I&PD Director, internal colleagues or suppliers in line with agreed processes eg. Letter of assurance, NDA's Administrative and ad hoc support as needed to conserve exec time, such as compiling agendas, arranging lunch, raising PO's, updating memberships, inbox management, basic data entry, chasing actions etc Administrative and ad hoc support for the I&PD Leadership Team, including project administration, scheduling meetings, raising PO's, maintaining project documentation in Google (trackers, reports, registers), budget and test request administration, chasin

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