Lead Administrative Services Coordinator

Work Schedule
Other

Environmental Conditions
Office

Job Description

• Lead Administrative Services Coordinator

Position Summary:

To provide administrative support to the Inchinnan site Operational Support team interacting with all other departments across the site, ensuring efficient running of the maintenance activities of the site.

Main Responsibilities:

• Duties of the Administrative Assistant include providing support the team.
• Assisting in daily office needs and running our company's general administrative activities, listed as follows; Assist in the preparation of regularly scheduled reports; Develop and maintain a filing system; Maintain the department's Standard Operating Procedures and Work Instructions, WIN's.
• Administration of CMMS system including handling the electronic data input: planned and unplanned maintenance activities, calibration and work requests.
• Run department metrics for operations Dashboard and report to Operations daily meetings including overdue PPMs, Calibrations & Work requests
• Manage New Asset Registration process, ensure new assets brought to site are collated and added to the CMMS system.
• Supporting audits and providing vital documentation on request
• Work with on site vendors for example Mitie, OCS, engage with meetings and on site services.
• Coordinating external services, calibrations, inspections, and repairs (if required)
• Provide general support to visitors
• Update and maintain office policies and procedures

Minimum Requirements/Qualifications:

• Administrative experience working with senior level management. Proven work experience as a Service Coordinator or similar role
• Strong work ethic and service skills
• Excellent communication, interpersonal skills , written and verbal communication skills.
• Strong record-keeping and analytical skills and show attention to detail
• Solid understanding of office equipment like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and able to prioritize work.
• Attention to detail and problem solving skills; ability to prioritise

The ideal candidate should have excellent verbal and written communication skills and be able to coordinate their work using tools like Microsoft office.