Manpower Recruitment are working with an established College in Oxford City Centre and are looking for an experienced Maintenance Administrator.We are embarking on an exciting new chapter in our Maintenance department, now having several brand-new roles available.We have an opportunity to join our new team, as we progress with a modern and efficient service provision, befitting of the College's success.The role is a permanent position, working 36.25hrs per week (Must be able to start from 7am) and paying £31,000pa-£32800pa depending on experience.Ideally you will have building industry experience or an understanding of property maintenance issues.
We seek a confident and highly organised administrator with proven written and oral communication skillsResponsibilities of the role include: keeping accurate records of planned and reactive maintenanceensuring that maintenance of plant and equipment is undertaken at the correct intervalsassisting with the planning and co-ordinating of larger projectsThe successful candidate will have: at least 2 years demonstrable in-depth admin experiencedemonstrable Word, Excel, and Outlook skills, as well as database inputting and reporting abilitiesthe ability to organise own workload with minimal directionIdeally the candidate will have demonstrable knowledge of relevant health and safety documentation and an understanding of GDPR.Main Purpose of Job:Responsible for providing the Head of Maintenance and Maintenance Works Supervisor with a high level of administrative support.
Keeping accurate records of planned and reactive maintenance, ensuring that maintenance of plant and equipment is undertaken at the correct intervals and assisting with the planning and co-ordinating of larger projects.Health and safetyKeep accurate COSHH records and ensure that risk assessments are kept up to dateEnsure any actions from fire, health & safety, insurance inspections are duly recorded and brought to the attention of the Head of MaintenanceOrganise training specific to the departmentArrange and diarise College ladder trainingOrder PPE; maintain distribution/issued list of PPEFile H&S/O&M documentation and update the associated schedulesService Contracts / Legislative Requirements (all sites)Make appointments for service contractors at the necessary intervals and diariseLiaise with the necessary departments that may be affected by contractor visitsHave working knowledge of the H B Allen Centre and Parks Road site to greet contractors and deal with access requirementsMaintain a schedule of periodic electrical inspection testing; bringing any unsatisfactory inspections and due/missed dates to the attention of the Head of MaintenanceMaintain an up-to-date list of service contractors and emergency contact detailsElectronically file and keep all service records up to date and make them available when neededSchedule all legislative inspections e.G.
lifting inspections, pressure systems, refrigeration FGas and gas safe certificationsMaintain the Maintenance elements of the Continuity plans and keep updated following changes as instructedOrdering / InvoicingPlace orders with suppliers as requested by the Maintenance Supervisor and Head of Maintenance within approved financial limitsAssist with sourcing parts where not available from regular suppliersSchedule transactions and correlate invoices with purchase orders and service sheetsCo-ordinate and order staff workwearProjects & RefurbishmentsOrganise meetings with contractors on site and diarise at the request of the Head of Maintenance or Maintenance Works SupervisorDistribute information to contractors e.G.
drawings and specsRetain project data and pass relevant documentation to archivesRequest Health and Safety documentation from contractors prior to project commencement and file accordinglyAssist with project logistics, advising affected parties of disruption, noise, shutdowns, access restrictions etcKeep a record of estimates and invoices Planned Maintenance / Rolling Programmes of MaintenanceUpdate the rolling programme of decoration and Asset planned Maintenance informing departments of any access and disruption.Report missed maintenance tasks to the Head of MaintenanceProduce weekly KX unused/empty room schedules for flushing.
File completed records in the water specialist electronic water log bookGeneral admin dutiesAct as a central point of contact for the maintenance departmentInput authorised maintenance staff holidays into a shared calendarProcess routine correspondence and telephone enquiriesMaintain up to date insurance records from all contractorsInput and submit Payroll timesheet information for approval by the Head of MaintenancePrint signage as requiredCo-ordinate meetings and diarise accordinglyTake and distribute minutes and review actions required by others, e.G.
sustainability meetingsSustainabilityInput monthly energy dataPlay an active part in the Colleges evolving sustainability planKey benefits of working with us:38 days holidayFree meals whilst on dutyDiscounted bus ticketIf interested, please get in contact with a Manpower Representative