Overview
We are seeking a proactive and highly organised Warehouse Facilities Administrator to support the day-to-day operations of the warehouse facility department. You will coordinate proactive maintenance and reactive repairs across hard and soft services, ensuring compliance with health and safety standards and company policies. You will monitor the facilities help desk daily and coordinate responses, maintaining accurate 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.
* External contractors and service providers: Liaise with security, waste management, pest control, HVAC, etc.
* Record keeping: Maintain service and maintenance records in accordance with audit requirements and legal compliance requirements.
* Stock and procurement support: Monitor and replenish stock of site consumables (e.g., PPE, cleaning supplies, daily consumables for department activities).
* Administrative support: Support internal department resource activities and related administrative tasks.
Health & Safety
* Assist in organising site fire drills, first aid kits, and safety inspections.
* Maintain contractor H&S related documentation including permits to work and RAMS.
* 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).
About Us
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.
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