Facilities Administrator

These are exciting times at ARAG, as we’ve been going through a period of positive business change and sustained growth across our Bristol and Bedwas teams. As a result, we now have a Facilities Administrator opportunity available in our central Bristol office (just 5 minutes’ walk from Temple Meads station).

About the role:

Joining our friendly and supportive HR & Facilities department, this a varied and interesting role where you’ll get the opportunity to learn about and support various areas of our ARAG business including Facilities, Reception, Health & Safety and Environmental Social Governance (ESG) / Sustainability.

Reporting to the Facilities Manager, you’ll play a key role in ensuring the smooth and efficient running of our offices, by supporting day-to-day operations, coordinating facilities and contractor needs, and helping to maintain a safe, secure, well-organised and welcoming workplace environment.

Key responsibilities will include:

Office Oversight - ensure our office is a clean, safe, comfortable, welcoming and well-organised environment, supporting our day-to-day operations. Oversee the Desk Booking System and all external visitors’ access (liaising with Trinity Quay Ground Floor Security).

Reception Support - provide hands-on support on reception during peak times/lunch breaks, and cover reception duties during holidays or absences, ensuring cover during the hours of 08:00 – 16:00. Ensure the reception area is regularly restocked, clean and presentable for employees and visitors.

Contractor Coordination – organise and liaise with external contractors for office repairs, maintenance and services, ensuring work is carried out effectively and promptly.

Supplies & Services - manage office supplies, utilities and service providers to ensure everything runs smoothly and cost-effectively.

Parking Coordination - manage and allocate on-site parking spaces to employees and visitors, ensuring fair and efficient use.

Health & Safety – ensure that safety and security measures are in place and adhered to, such as managing building access cards, managing the CCTV system, weekly inspections of lockers, fire equipment & filing cabinets, coordinate fire safety / evacuations and managing the First Aid.

Display Screen Equipment (DSE) - triage the initial DSE process and undertake workstation DSE, arrange external DSE assessments, order DSE equipment.

Environmental Social Governance / Sustainability – provide support with tasks such as collating and inputting data into reporting tools, supporting energy efficiency procurement projects and collaboration with the Facilities team on any environmental topics.

Financial Administration - raising Purchase Orders, processing and filing of invoices.

General Administration - provide administrative support, including managing incoming and outgoing post, arranging courier deliveries, ordering and distributing office stationery.

This is a full-time, permanent, hybrid role based in our Bristol office (2-3 days per week in the office).

About you:

You’ll have previous experience in a busy office administration / coordination role (ideally in Facilities or similar) and you’ll be exceptionally organised and proactive, with superior multitasking, prioritisation and problem-solving abilities, and the ability to work well under pressure.

With your strong verbal and written communication skills and attention to detail, you’ll also be professional, personable and approachable, with exceptional customer service skills.

Other key requirements include:

• Comfortable covering Reception tasks as required, with a helpful and friendly attitude.
• Ability to liaise effectively with suppliers, service providers and contractors.
• Good working knowledge of our office software – MS Outlook, Word, Excel & PowerPoint etc.
• Accuracy with data, and able to collate and present data from multiple sources.
• A hands-on, can-do attitude with a willingness to pitch in wherever needed.
• Good numeracy skills and capable of undertaking accurate financial and other calculations.
• Comfortable and confident working on your own initiative, with minimal supervision.
• Flexibility and adaptability to changing workloads and multiple priorities.
• Previous experience of using Access Control, CCTV and Desk Booking Systems is desirable, however full training will be given.
• The ideal candidate will already be a trained Fire Marshall and First Aider, or willing and able to undertake the necessary training.

What’s in it for you?

As a team we are passionate and enthusiastic about what we do. Our people are encouraged to think independently and to take ownership of their work. As well as flexible working, we’ll offer you generous remuneration and an attractive benefits package that includes:

• 26 days holiday, with the option to buy up to a further 5 days
• Company Pension Scheme with the option to increase contributions
• Group Income Protection for all employees
• Group Legal Protection for all employees
• European Motor Assistance
• Home Emergency Assistance
• Inclusion in our Health Cash Plan
• Access to our Employee Discounts Hub offering exclusive discounts across thousands of retail partners, including discounted gym memberships at over 3,000 gyms across the UK
• Option to join our Sports & Social Club, who organise discounted events such as theatre visits and shopping trips

If you think you would be a good match for this role and can demonstrate some transferable experience please apply, regardless of whether you meet all the criteria listed above.