We are seeking a proactive and highly organised Warehouse Facilities Administrator to support the day-to-day operations of our warehouse facility department. You will be responsible for coordinating proactive maintenance, reactive repairs across both hard and soft services as and when required, while ensuring compliance with health and safety standards, company policies. Daily monitoring of the facilities help desk and coordinating response and related action as required, maintaining accurate varied administrative records for the department and activities within. This is a key role in ensuring the property runs efficiently, with a safe and clean environment for all staff and visitors.
Key Responsibilities:
Facilities Coordination:
Schedule and coordinate planned and reactive maintenance and repairs across the property.
Liaise with external contractors and service providers (e.g. security, waste management, pest control, HVAC, etc.).
Maintain service and maintenance records in accordance with audit requirements, and legal compliance requirements.
Monitor and replenish stock of site consumables (e.g., PPE, cleaning supplies, daily consumables for the department activities).
Support internal department resource activities.
Health & Safety:
Assist in organising site fire drills, first aid kits, and safety inspections.
Maintain contractor H&S related documentation including permits to work, contractor RAMS etc.
Assist the facilities manager with site contractor inductions.
Administrative Support:
Maintain facility-related documentation, both electronic and hard copy records and department databases accurately.
Raise approved purchase orders, track invoices, which will assist in the management of budgets for facilities expenses.
Support audits and inspections (internal and external) by ensuring documentation is up to date.
Assist with key control, access management and site security arrangements.
Communication & Collaboration:
Act as a point of contact between the warehouse team and facilities/maintenance services
Act as point of contact for external contractors as and when required.
Communicate clearly with internal departments, contractors, and site visitors.
Attend and contribute to regular facilities meetings.
Key Requirements:
Previous experience in an administrative or facilities support role (ideally in a warehouse or industrial environment).
Strong organisational and time management skills.
Strong proficiency in Microsoft Office (Word, Excel, Outlook, CAFM related systems).
Familiarity with facilities compliance documentation and related Health & Safety requirements.
Excellent communication and interpersonal skills.
Ability to work independently and manage multiple tasks under pressure.
Desirable Qualifications:
Experience using CAFM (Computer Aided Facilities Management) or other maintenance software.
Knowledge of warehouse operations and supply chain processes.
IOSH or equivalent health & safety training (preferred but not essential).
GSF Car Parts is one of the UK's leading automotive parts distributors, supplying thousands of independent garages throughout the UK and Ireland with parts, tools, garage equipment and specialist training. The group has over 200 branches nationwide and a turnover exceeding £475 million. Built on the heritage and success of a dozen local brand identities acquired over several years, we have traded as one brand since November 2021. Our branch network is bolstered by centralised support and expertise from specialist departments in key areas such as procurement and supply chain, marketing and national accounts. The business also benefits from integrated IT systems, which include our industry leading catalogue system, Allicat, and access to the Group's national garage programme, Service sure