Location: Morley Street, Waterloo
Contract: Fixed Term until end of April 2027, with a view to extend to a permanent position.
Salary: GBP 27,100 – 28,860 per annum, depending on experience.
Hours: 37.5 per week.
Groundwork London is a social and environmental regeneration charity, working with partners to build sustainable communities where individuals and enterprise prosper. This position is an exciting opportunity to work in a key role in the delivery fleet and facilities management. The team is seeking an experienced Administrator to contribute to the effective resource management and administration of the fleet and facilities. Highly analytical with experience in implementing new systems and processes, you will work across Groundwork London's sites to provide efficient and cost effective support for fleet and facilities management.
Key Responsibilities and Tasks
Fleet Support
* Ensure periodic vehicle checks have been undertaken by GWL drivers to ensure safety of our staff as well as compliance with relevant regulations and contracts
* Monitor maintenance schedule and book vehicles for MOTs with our fleet vehicles provider
* Ensure all accidents are accurately recorded and investigated and manage insurance claims
* Co:ordinate vehicle assignment according to the needs of our field projects, including on:hire process for new vehicles and off:hire process for the ones no longer required
* Co:ordinate fleet related supplier contracts, tenders and appraisals and monitor performance to ensure best value across sites, this including contracts with vehicle hire companies as well as telematics systems provider.
* Monitor the vehicle tracking data and provide reports on this to the relevant teams as well as monthly reports on fuel card and parking account expenditure.
* Co:ordinate allocation and use of fuel cards and assist drivers with their expense claims
* Communicate effectively with drivers, mechanics, vendors and other internal and external stakeholders to ensure smooth fleet operations
* Co:ordinate management of the Trusts vehicle fleet including keeping the vehicle list and maintenance history updated, managing parking services and the payment and administration of Penalty Charge Notices (PCN) and other associated vehicle management as required
Facilities Support
* Assist with the co:ordination of the Trusts properties and assets at our head office in Morley Street, London, with occasional involvement with other sites across London
* Assist with supplier contracts, tenders and appraisals and monitoring of performance to ensure best value across sites.
* Monitor day:to:day budgets, assist in preparing annual budgets (in collaboration with the Facilities Manager) and reporting concerns in operational costs.
* Assist Facilities manager with property management coordination in respect of GWLs property leases and sub:leases and the raising of invoices as appropriate for tenants.
* Assist in drawing up schedules for the periodic inspection and maintenance of premises and assets, monitoring for compliance.
* Provide support as necessary for all office:based management systems (documents and process management). Ensuring that the documents and processes are always up to date.
Health and Safety
* Ensure an effective health and safety management system (i.e., asbestos; electrical safety; fire safety; first aid; gas; working at height; lifting equipment; and legionella) is in operation (in collaboration with the Facilities Manager) for the Groundwork London sites environments, complying at all times with UK health and safety law and supporting Groundwork Londons drive for sustainable improvements.
* Ensuring effective communication and assessment of health and safety matters within the Administration team and to all staff in respect of the Groundwork London sites environments for the purpose of collectively improving health and safety performance and to ensu
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