Job Overview:
Permit Office and Stores Administrator
The role will report into the Property Fire & Compliance Manager. You will be based at one of two permit offices in Terminal 2 and Terminal 5 on a 12Hr shift, with a 4 on and 4 Off shift pattern along with 3 other members in each office which cover 24/7 365 days a year. You will be expected to cover other team members' holiday and sickness as and when required.
Main Duties:
Permit office duties are required to be carried out on a rota which covers 24 hours a day, 365 days a year. Responsibilities include:
1. Monitor Joint email for contractors regarding permit submissions on the CMO system.
2. Get authorization from correct Client managers for permit extensions or date changes.
3. Activate permits when contractors arrive on site and deactivate them when work is completed.
4. Close expired permits daily.
5. Keep up to date with changes in HAL management to provide accurate information to contractors regarding permit approvals/amendments.
6. Create accounts for new contractors, send user guides, and provide advice to ensure comfort with the CMO Permit system.
7. Grant access to contractors and staff within the Terminals and some landside areas.
8. Ensure correct permits are in place and approved with the appropriate competencies for access areas.
9. Run audits requested from HAL to track access in certain areas.
10. Keep and issue keys for various locations around the Airport.
11. Complete Work Order Audits on Contractors.
12. Support the general store functions located at both Permit Offices.
13. Act as out of hours help desk for the contract, passing on works to the call-out team and escalating issues to management as necessary, along with updating MAXIMO logs and completing work if required.
What we are looking for:
Candidates should be able to demonstrate:
1. Knowledge and understanding of Health, Safety, Environment, and Quality systems, and the management of safe systems of work associated with the role and work environment.
2. Excellent problem-solving abilities and the capability to find robust solutions.
3. Strong multitasking skills and proficiency in logistical solutions.
4. Good communication skills and excellent customer focus.
5. Competence with computer use and supporting functions.
6. Flexibility in supporting the wider team, including covering annual leave/sickness.
7. Self-motivation, as the role may involve workloads that require self-direction.
8. Some experience and/or understanding of communicating and supporting third-party companies.
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