Estates and Facilities Admin Assistant

Salary: £21,000 to £23,000 per annumLocation: Based at our office in Harlow, Essex

Are you currently working within an Administrative role and looking for your next career move? If so, we would love to hear from you!

What you'll be doing:Administration

• Manage purchase orders from the point of creation to invoice completion.
• Be the first point of contact for day-to-day enquiries including invoice discrepancies with the Finance team.
• Co-ordinate the department's budget monitoring spreadsheets.
• Assist with reconciling the Warwick House and Stadium Way budgets.
• Complete the end of month reconciliation of departmental credit cards.
• Assist with contracts administration and the preparation of reports for the department.
• Monitor and record the building and road maintenance invoices maintaining records to share with tenants and contributors as required.
• Working with the operational team ensure that all building maintenance works are scheduled and completed.
• Monitor the teams archiving folders ensuring that all folders have a destruction date and are deleted when appropriate.

Health and Safety Duties

• Monitor and update the Health and Safety training matrix, ensuring that staff have their relevant training scheduled.
• Maintain Health and Safety compliance records, uploading the reports and certification upon completion of works.
• Assist with updates to the departments Standard Operation Procedures (SOPs) and agreement records.

Helpdesk

• Use the helpdesk system to monitor, input, respond and react to work requests.

Post and Mailings

• In the absence of the Facilities Assistant complete the postal duties.
• Assist with completing any mailings, literature, and exhibition supply requests. Booking couriers as required.
• Update the parcel locker database so that all contacts are available.

About you:

Must haves:

• Educated to GCSE Level or equivalent (Inc. English and Maths)
• Good knowledge of record keeping & filing systems.
• Experience in administration.
• Good MS Office suite skills (Word, Excel, Outlook)

Nice to haves:

• Experience of using FM based Helpdesk systems.
• Basic knowledge of building services issues.
• Good knowledge of franking machine / postal systems.
• IOSH working Safely Trained

Motability Foundation

At the Motability Foundation we fund, support, research and innovate so that all disabled people can make the journeys they choose. We oversee the Motability Foundation Scheme and provide grants to help people use it, providing access to transport to hundreds of thousands of people a year.

We award grants to other charities and organisations who provide different types of transport, or work towards making transport accessible. We also carry out ongoing research, in partnership with disabled people and key stakeholders in the industry, to inspire innovations that continue to champion accessible transport for all.

Benefits

A career with Motability can offer you so much more than earning potential. We pride ourselves in offering some fantastic benefits and a culture to match, some of which includes;

?? Holiday - 26 Days + 8 Bank Holidays, increasing to 28 days after 5 years' service

?? Health and Wellbeing - We offer private health care with BUPA alongside an Employee Assistance Programme, eye tests, flu vaccinations, enhanced sick pay and discounted corporate gym membership. We take your physical AND Mental Health seriously, with our dedicated mental health first aiders you will have support and understanding from your colleagues.

?? Family Friendly - We offer enhanced Parental Leave inclusive of Adoption Pay and we understand that families require flexibility, we provide time off for dependants, flexible working hours and the option to work from home. Life Assurance is 4 x your salary.

?? Diversity and Inclusion - We value everyone's unique qualities and celebrate having a diverse and inclusive culture where everyone feels safe to be their authentic selves, no matter their age, ethnicity, religion, gender identity, sexual orientation, disability status, neurodiversity or otherwise. This is embedded in to our values and we celebrate our differences and create awareness throughout the year.

?? Celebrating Success - We love to recognise people that go above and beyond with our Spotlight Award as well as having team celebrations and social events throughout the year.

?? Our culture - In the Motability office we "dress for our day", it's an incredibly welcoming and inclusive environment where we look to support your career, we offer a mini bus service from Harlow Town centre and station for those using public transport to reach us and there are plenty of free hot beverages for when you arrive.

?? Pension - Up to 15%, inclusive of a 10% non-contributory addition and Motability matching your contributions up to 5%

How to find out more?

To find out more regarding the vacancy and for the full job description, please contact our Talent Team at:

Here at Motability Foundation, we embrace and value Diversity, Inclusion and Equity which means bringing your full self to work. We encourage and welcome all applications, regardless of age, gender identity, ethnicity, religion, sexual orientation or disability.

We are a disability confident employer, so please do make us aware of any reasonable adjustments you might need throughout both the recruitment process and to work with us.

We are committed to offering to interview every disabled applicant who meets the minimum criteria for the job. Once you have applied please send us an email stating that you have a disclosed disability and we will offer you an interview.