Facilities Admin Assistant | Ramsgate

Intro

Are you a detail-oriented professional looking to play a central role in a dynamic Facilities Team? A reputable organization in Ramsgate is seeking a proactive Facilities Admin Assistant to serve as the heartbeat of their department. This Monday-to-Friday role is perfect for an organized individual who enjoys a mix of contractor liaison, financial administration, and site support. Offering a stable work environment and a comprehensive benefits package—including onsite gym access and health support—this is an ideal opportunity to grow your administrative career in a vital sector.

Key responsibilities would be

Process paperwork in a timely manner and ensure it is filed securely.
Support accommodation with admin duties to ensure property is prepared for occupation.
Liaise with tenants to book in property inspections.
Attend department meetings and take note of action points.
Be the initial point of contact for contractors on site, including signing in and notification of attendance to respective houses.
Maintain a register of current contractors.
Ensure all insurance, DBS certificates, Risk Assessments and Method statements, and other relevant documents are kept up to date.
Provide administrative support other departments as and when required.
Prepare monthly and annual spend reports to assist with budget preparation, with particular attention to maintenance contracts and licenses.
Monitor utility bills and ensure they are accurate and liaise with utility companies to raise disputes when necessary.
Arrange contractor call outs when required.
Maintain the facilities department training matrix.
Receive, sort and distribute incoming mail and packages.
Prepare outgoing mail and packages for pickup or delivery.
Maintain accurate records of incoming and outgoing mail and packages.
Handle any issues or discrepancies related to mail delivery.
Obtain and compare contractor and maintenance quotes to ensure competitive pricing.
Raise purchase orders as appropriate.
Reconciliation of paperwork (purchase orders, delivery note and invoices) to ensure accuracy.
Maintain accurate logs of invoices to supplement record held by accounts.

Experience and skills required

Experience of working within a busy office environment
Strong administration skills and attention to detail
Good working knowledge of all MS packages
Be willing to assist with a variety of different tasks and adapt to change
Well organised with excellent time management skills
Strong communication skills, both verbal and written
Able to prioritise tasks

About the Role

As a Facilities Admin Assistant, you will act as the first point of contact for the entire Facilities Department, ensuring the seamless completion of daily operational tasks. Your day-to-day will involve a diverse range of duties, from managing contractor compliance documents and utility disputes to assisting with budget preparation and spend reports. You will be the essential link between tenants, contractors, and internal departments, ensuring that all site safety documentation—such as Risk Assessments and DBS certificates—remains current. If you are a self-starter who excels at multi-tasking and maintaining accurate digital and physical records, this role offers a rewarding path within a supportive and inclusive workplace.

To apply for this job please visit talents.studysmarter.co.uk.