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Office and Facilities Coordinator

Date: 08-Jan-2021

Location: Basingstoke, HAM, GB, RG21 4EQ

Company: Steris Corporation

At STERIS, we help our Customers create a healthier and safer world by providing innovative healthcare and life science product and service solutions around the globe.

Position Summary

The Office and Facilities Coordinator assists in maintaining International facility documents, contacts, employees, STERIS facilities contractor/vendors, directly supporting the Director of International Facilities & Real Estate. Collects, formats and prepares reports for International Facilities to include all internal and external groups as may be requested and directed by Director of International facilities & Real Estate or other direct manager. Works with all International Facilities staff and assists with maintaining and managing the accounting functions for budgets on all projects along with various other tasks as may be assigned by manager.

 

The role is located at our corporate facility in Basingstoke and is responsible for all routine facilities functionality of the Basingstoke buildings, being the main contact for all external contractors and the Building Management Services operated by the landlord. Maintaining all security protocols in line with corporate guidelines

Administrative Duties

Meeting and greeting visitors, including the management of passes/parking permits and hospitality requirements.

Office maintenance, including liaising with the estate office and coordinating PAT testing, fire alarm testing etc.

Management of our in-house security requirements to include the issuing of key cards and general maintenance of the door access system.

Purchasing of office equipment and supplies, including the raising of purchase requisitions and receipting of goods.

Coordinating the maintenance of office equipment including franking machine, water cooler, photocopier, alarm, door entry system etc.

To perform any other office administrative tasks that are required.

At all times maintain compliance with corporate HSE requirements and site health and safety committee facility requirements

Assist with coordination and management of Global Records Retention and retention policy

Distributing correspondence and other various materials for department

Orders and tracks logo items for training groups, safety tips, etc.

Maintains files for all facilities, storage management and couriering of documents.

Maintain legally required Certificates, licenses and permits for Basingstoke facility

Drafts presentations for International Facilities & Real Estate  and other managers as may be assigned by Director.

Prepares and distributes meeting agenda, records and distributes meeting minutes for committee and department meetings. Coordinates various meetings and conference calls; works closely with all STERIS departments as may be required.

Maintains the International Facilities & Real Estate distribution contact list, purchases office supplies, coordinates travel arrangements (may include visitors) as may be requested by manager.

Screens and answers telephone calls for Director of International Facilities & Real Estate as well as screens visitors as may be directed by manager.

Manage and coordinate training with educational software tools as may be required or requested by manager.

Coordinates requests from all STERIS employees relating to Facilities & Real Estate.

Scans documents for conversion and modifying along with other such similar duties.

Point of contact between International Facilities & Real Estate staff, vendors, IT department, Senior Management team, and other employees as may be directed by manager.

Coordinate with Global Facilities and Real Estate team all on matters

Processing Applications

Typing, copying, and preparation of various reports to staff and contracted vendors.

Monitoring Cost and Invoice approvals

Maintaining the facilities database with all relevant facilities information, legal entity, Location, size, capturing critical lease information, expiration date, notice periods, utility suppliers.

Filing lease documentation in accordance with the Global Facilities and Real Estate Requirements.

Where contracts are linked to a lease maintain records of the contracts and pick up all critical timelines and requirements under the terms of the contract. Update the Global Facilities database with this relevant information.

If facility is owned maintaining records of the deeds.  Prepares reports for as may be requested by manager.

Develops visual aids and presentations through Microsoft Office for International Facilities & Real Estate staff meetings and other such meetings as may be requested by manager.

Partners with manager to collect and combine department’s monthly reports; edits report with any changes or additions.

Complete purchase orders, process invoices related to purchases orders, and reconcile invoices on daily, weekly and monthly basis.

Assist with preparing Corporate Captial Expense Request (CPAM) documents as may be requested by manager.

Maintains and reconciles the Corporate C.A.R. spreadsheet on a monthly basis for Corporate Finance. Includes project statuses and accruals.

Assist with preparation of outlining contracts with various STERIS vendors as may be assigned by manager.

Assist with coordination and of International Records Retention and retention policy with Mentor team . Input and physical records data in inventory control software for International STERIS sites. Manage and coordinate physical records inventory for STERIS Basingstoke site.

Other Duties

Assists International Facilities & Real Estate Director with crisis management team during emergency evacuation.

Notifies Director of International Facilities & Real Estate of any immediate actions required due to department or facility issues or emergencies and notifies authorities when necessary or as directed by manager.

Completes special projects for International Facilities & Real Estate department on an as needed basis.

Completes other tasks and assignments that may be assigned by manager.

Uphold STERIS's Business Practice Standards and follow all established company policies and procedures

Required Experience

Experience of working in a office and Facilities environment

Works under direction and within policy/procedures.

Works at a tactical strategic level but understands direction and goals of department.

Extensive knowledge of Microsoft Word, Excel, PowerPoint.

Knowledge of Oracle a plus.

 

STERIS plc is a $3B, publicly traded (NYSE: STE) organization with more than 12,000 employees worldwide.

STERIS strives to be an Equal Opportunity Employer.