Warner Bross

Administration - Services généraux - Secretériat


Temp facilities administrator H/F

New 13 mars England - Hertfordshire, Watford Interim

The maintenance department looks after all aspects of planned and reactive maintenance at Leavesden Studio. The studio is a busy working environment providing film making facilities for various Film Production companies. The maintenance team is multidiscipline, made up of mechanical, electrical, construction and ground working engineers. Liaison takes place with other departments, productions and tenants. The maintenance department also looks after a wide range of construction projects. This includes the appointment and managing of contractors.

The Facilities Administrator is a dual function with two operatives working side by side. Each Administrator will be responsible for receiving requests from customers and colleagues, recording the works using the maintenance software and issuing the works to the site operatives via the two way radio system. Once works are completed, they are to be closed on the software. Additional duties include the smooth running of the front office, which is the first point of contact for maintenance engineers, maintenance related enquiries, visitors and guests. The Facilities Administrators also have a key role in coordinating a range of administrative functions.


* Receiving, processing and issuing maintenance jobs to the relevant parties to ensure a quick and efficient resolution of queries.
* Using the maintenance software to manage all aspects of planned and reactive maintenance.
* Processing purchase orders for goods and services, ensuring that deliveries are received and any discrepancies on invoices are checked.
* Assisting the Facilities Manager in budget control by generating weekly reports of expenditure within the department.
* Assisting in compliance with H&S, ACOP's, company policy and safe working practices.
* Assist the Maintenance Supervisor with programming work, ensuring there is equal distribution of tasks for all manual staff.
* Filing and maintaining records.
* Assisting in stock management to ensure sufficient stock levels are maintained to prevent waiting for goods.
* Welcoming visitors to the front office and directing them as necessary; dealing with enquiries via the telephone, two way radio, e-mail and other correspondence and referring on as appropriate.
* Keeping the maintenance diary up to date with staff holidays, staff appointments and visiting contractors etc.
* Processing of personnel forms such as time sheets, holiday forms, sick forms etc.
* Ensuring that mail is despatched in time for daily collections, and the sorting and distribution of incoming post.
* Monitoring of stationery supplies and ordering as required.
* Any other duties which are appropriate to the post.


* The Facilities Administrator will have an understanding of the methods of operation within a maintenance environment.
* Proven administrative, secretarial and interpersonal skills.
* Strong organisational skills.
* Ability to work pro-actively to aid the Maintenance Supervisor to ensure smooth running of the site.
* Strong customer service experience.
* Experience of working with technical or building maintenance software applications.
* Experience of filing both hard and soft copy records and information in an effective manner for fast and efficient retrieval
* Good communication skills.
* Ability to give clear and concise instructions, specifically via two way radio
* Good research skills and the ability to draw information from various sources.
* Responsible and reliable
* A positive and patient attitude.
* Self motivated
* Ability to multi task and prioritize
* Able to interact with all levels of employees, contractors and customers.
* Ability to work under pressure and meet deadlines


* GCSE Maths and English, grade C or above.
* Excellent computer skills, specifically intermediate level of Microsoft Windows operating system, and Microsoft Word, Excel and Outlook.
* Full & clean UK Driving License.


* Self motivated, enthusiastic and capable of working on own initiative.
* Flexible and adaptable to the changing business needs.
* Work well under pressure.