Job Title: Facilities & Administrative Coordinator
Location: Twickenham (TW2) – relocating to Weybridge (KT13) early 2025
Hours: 40 hours per week
Salary £27,000 - £32,000 depending on experience
Britannia Row Productions ltd is looking for an outstanding candidate to join our Business Support team as a Facilities and Administrative Coordinator on a full time basis.
This position covers a range of duties, and we are looking for a talented individual with great organisational and communication skills and the capability to work under pressure and use their initiative.
As the Facilities and Administrative Coordinator you will carry out day to day tasks and long term building management projects to enable the smooth running of the offices and warehouse. Working closely with our Admin & H&S Manager, you will ensure that our employees have a safe and functioning workplace and that compliance requirements for the company are met. You will also support our busy and dynamic reception and be required to carry out reception duties when the full-time receptionist is unavailable.
Who we are
Britannia Row Productions is a world class audio rental company supplying high end audio equipment and skilled audio engineers to global music tours, sporting and corporate events. As part of the US based Clair Global group of companies our business is experiencing strong growth and has an impressive client list.
What will you do?
Possessing excellent organisational skills, you will be responsible for all aspects of building management and general administrative duties
* Coordinate all building requirements:
o Ensure maintenance, and repairs (including emergency repairs) of all permanent building installations and building fabric is carried out when due or when required. Book engineer visits, maintain records, create POs and approve related invoices
o Review and negotiate contracts regularly for all building facilities (including but not exclusively): Electric, gas and water supply, boiler and heaters care plan, refuse and recycling, office cleaning, hygiene, intruder and fire alarm monitoring and maintenance, aircon maintenance, drinking water supply, coffee machine supply, photocopier supply
o Manage all existing building services and approve corresponding invoices
o Coordinate on new building projects including new builds, installations, hires, adhoc waste removals: seek budget approval, gather contractor quotes (if external labour required), commission works, oversee works schedule, keep relevant parties informed of progress. Create POs and approve related invoices
o Communicate with stakeholders and the wider company on all building related matters
o Report faults and maintenance requirements of telephone system and company mobile phones to IT Department
o Exchange back up tapes in the server daily. Take back-up off-site
o Get office and warehouse keys cut when necessary
* Support reception by covering the full-time receptionist’s lunch breaks, meetings and absences
* Gather quotes and place orders for general purchases and special projects
* Collate and record receipts and transactions for department credit card expenditure on a monthly basis
* Manage company merchandise by maintaining stock levels, placing orders, approving invoices, keeping accurate records of incoming and outgoing stock and stock costs. Liaise with Account Executives regarding future requirements and meet with suppliers regarding new catalogues and samples. Prepare outgoing swag parcels
* Any other administrative duties as may be required
Who are we looking for?
We are looking for a confident, well presented and professional individual who is great with people. Someone who is adaptable, able to work independently, self-motivated with the desire to do the job well. This would suit someone who thrives in a fast-paced, dynamic environment and embraces change.
What skills and experience do we want?
* At least 2 years’ experience of working in an administrative role
* Previous experience of building and facilities related work is essential
* Basic experience of ‘front of house’ reception work with an understanding of switchboard technology
* Strong written and verbal communication skills, with excellent listening skills
* High level of accuracy and attention to detail with experience of data entry
* Aptitude for IT with proficient knowledge and skills of Microsoft Office package
* Ability to multitask and organise and prioritise workload
* Self-motivated, work well unsupervised using own initiative
* Must be eligible to work in the U.K
What do we offer?
* 23 days’ holiday per annum plus bank holidays
* Auto enrolment pension scheme – 4% Employer contribution.
* Group Life Insurance
* Employee Assistance Programme
* Cycle to work scheme
* On-site parking
* Working hours are 9am to 6pm, Monday to Friday
We’re building a diverse, inclusive team
You’re welcome at Britannia Row wherever you’re from and whoever you are. We know that sometimes, people don’t apply for a job because they don’t have every single skill listed in the job’s requirements. So, if you’re interested in a role here and believe you could be a good fit, we encourage you to apply.
Please submit your cv and covering letter, specifying the job title and where you saw the job advertised.
Applicants must be eligible to work in the UK
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