Administrator
Sub Division: Facilities Management
Location: Denton
Contract Type: Permanent
Hours: Full Time - 40 hours - Monday to Friday
Creating and maintaining great places to live and work delivered by excellent people who care…
Purpose of Role
We are looking for an organised, proactive and detail-driven Administrator to join our Central Administration Support team. This is an excellent opportunity to become part of a busy, collaborative team that supports the MRT function across a wide range of administrative duties. If you thrive in a fast-paced environment, enjoy variety in your workload and take pride in getting things right first time, we want to hear from you.
Job Description
As an Administrator, you will play a key part in ensuring that our MRT operations run smoothly, safely and efficiently. You’ll work closely with the Administration Supervisor and wider team to deliver a broad range of tasks across compliance, scheduling support, documentation management, finance administration, procurement and general support.
Your role will be varied, hands-on and integral to the smooth running of our service.
Responsibilities
• Checking and processing compliance documentation (GAS certs, Minor Works, Waste transfers etc.) and uploading to work orders via V-Forms.
• Reviewing and updating labour times, materials and other work-order information to ensure accuracy.
• Coordinating site access requests for secure locations (, airports, prisons) and issuing RAMS to engineering operatives.
• Updating absence planners and managing PDA/Maximo diverts to ensure accurate engineer availability.
• Processing timesheets, overtime and expenses where required.
• Raising COINS plant hire bookings.
• Reconciling RBS purchase card transactions for MRT teams.
• Booking travel and accommodation via VINCI’s approved travel agent, ensuring cost-effective solutions.
• Ordering PPE, uniform and operational equipment.
• Updating key trackers (MRT audit, store audit, CRB check, MRT Master).
• Filing and scanning sensitive information in line with GDPR requirements.
• Supporting commercial audits through labour and material checking.
• Providing flexible, collaborative administrative support across the division.
• Promoting and maintaining a safe working environment in line with HSE policies.
Essential Qualifications/Skills
• Highly organised, structured and able to manage multiple priorities.
• Confident with IT, including Microsoft Office and specialist systems such as Maximo, VNexus and COINS (training can be provided).
• Comfortable working with detailed data, documentation and compliance processes.
• Able to work with sensitivity, confidentiality and accuracy (particularly around GDPR).
• A collaborative team player with excellent communication skills.
• Motivated, proactive and committed to delivering high-quality administrative support.
• Able to problem-solve, make informed decisions and support colleagues.
• Flexible and comfortable adapting to the evolving needs of the division.
In return for your hard work we offer additional training and development, 26 days holiday (+ bank holidays), generous pension contribution, life assurance and much more.
We are VINCI Facilities – experts in the built environment. VINCI Facilities is a Facilities Management and Building Solutions provider, delivering cost-effective and sustainable bespoke solutions to customers in the public and private sectors. We are committed to working towards a lower carbon society, focusing on sustainable and innovative methods to exceed our partners' goals and add value for all stakeholders – and we were named the top-ranked FM service provider in the Sustainable FM Index for 2020. We put our people first. Always working as a team and collaborating from start to finish. We are the trusted expert in the built environment because we listen to our team and create a workplace that maximises their potential.
Fairness, Inclusion and Respect (FIR) at VINCI Facilities is about recognising and celebrating each other’s differences and what they bring to the team. Harnessing this diversity and applying the experiences, abilities and unique qualities of individuals will enhance our business; therefore, we commit to equity of opportunity and fair treatment of all current and potential employees and encourage job applications from all.
Should you require any reasonable adjustments to be made as part of the application process please contact us directly.
VINCI recognises the importance of helping our employees balance their work and home life by offering flexible working arrangements across many of our roles which include working from home to enable employees to balance their working life with other priorities.