Executive Assistant and Power Centre Facilities Manager

About the role

The Facilities Manager provides support and liaison across all teams using The Power Centre, a £2m investment that serves as a flagship site for the company. The role coordinates all site maintenance to ensure smooth running and provides a customer-friendly environment for meetings. You will also occasionally support the Technology Centre and connect with other Facilities Managers to share best practices.

The role includes Executive Assistant duties to the Group Innovation & Product Development Director, Crawley, including diary management and administrative support for the I&PD Leadership Team.

Key responsibilities

Facilities Management

• Manage the day-to-day running of The Power Centre, including relevant service providers and the Management Agent, to provide a high-quality facility in a cost-efficient manner
• Line manage the onsite cleaner, ensuring the site is welcoming and kept to a high standard of cleanliness and hygiene at all times
• Maintain records of servicing, site plans, etc. to enable future maintenance work to be carried out easily
• Administer the site access pass and sign-in system to maintain site security and coordinate keyholders details with the alarm company for out-of-hours response
• Issue and cancel security staff access passes where required
• Manage external contractors on site, ensuring all contractors sign in and provide RAMS prior to commencement of works
• Proactively communicate any on-site works to Power Centre users to minimise disruption
• Manage the Power Centre annual budget, including AOP process, tendering and sourcing external suppliers, payment terms, account setup, PO process, invoicing, and budget monitoring
• Be the point of contact with the Manor Royal Business Improvement District
• Coordinate communication of key facility messages to teams and site users to ensure smooth running and minimise disruption
• Provide support to other office functions to ensure smooth site operation, including expense forwarding, maintenance of training files and confidential HR information, office supplies, copier maintenance and toner replenishment, provision of drinking facilities, and room booking system management
• Schedule all preventative A/C maintenance and action urgent and emergency maintenance
• Schedule PAT testing for electrical equipment as required for site
• Assist Site H&S Manager to maintain safe operations by coordinating First Aid and Fire Marshal training and following up on site-specific measures

Lab Tours and Visitors

• Act as the main point of contact and coordinator for internal and external visitors and callers to The Power Centre
• Facilitate the visitor experience by ensuring preparations are in place, such as parking, catering, meeting rooms, WiFi codes, and Welcome Screen in Lobby
• For customer and VIP visits, take the lead in ensuring preparations are in place, colleagues are briefed, and a plan exists for a smooth experience
• Organise additional requirements such as meeting space and catering
• Coordinate with all users to maintain a calendar of events and important visitors and ensure all concerned are aware and prepared

General Administration

• Sign for all deliveries and inform recipients
• Open unnamed post and distribute accordingly
• Manage suppliers, including sourcing, negotiating quotes and payment terms, and setting up accounts

Executive Assistant responsibilities

• Provide diary management: offering availability, scheduling meetings with agreed agendas (internal and external), diary blocks, and proactively resolving diary conflicts
• Arrange all travel and accommodation needs, including visa applications where required
• Proactively organise and process expenses accurately and on time
• Organise on-site and off-site team and external meetings as required, including attendance if required
• Maintain confidentiality at all times
• Use Adobe Sign to collect and file signatures from I&PD Director, internal colleagues or suppliers in line with agreed processes (e.g. Letter of assurance, NDAs)
• Provide administrative and ad hoc support to conserve executive time, such as compiling agendas, arranging lunch, raising POs, updating memberships, inbox management, basic data entry, and chasing actions
• Provide administrative and ad hoc support for the I&PD Leadership Team, including project administration, scheduling meetings, raising POs, maintaining project documentation in Google (trackers, reports, registers), budget and test request administration, and chasing actions

Skills and experience

• Excellent verbal and written communication skills, including active listening to fully understand needs and communicate effectively to contractors, suppliers and colleagues
• Ability to interact with colleagues at all levels; collaborative and supportive; a team player
• Mathematics and accounting to meet budgets and identify cost-saving measures
• Customer service for occupant and stakeholder satisfaction
• Analytical thinking and problem-solving
• Business management, including prioritisation, scheduling, strategic planning and administration
• Understanding of current building, health and safety regulations
• Computer literacy and confidence using Google Suite including Sheets, Slides, Meet and Docs
• Prior experience in FM and Executive Assistant/administrative roles
• Ability to manage own workload, multi-task, and prioritise to ensure deadlines are met (occasionally out of hours may be required)
• Performs well under pressure, maintains a calm approach in stressful conditions
• Ability to handle sensitive, business risk or confidential matters with a high degree of integrity, accuracy and discretion

Desirable

• Lives locally
• Full current driving licence

Benefits

• Competitive salary
• Hybrid working
• Rentokil Initial Reward Scheme
• 23 days holiday, plus 8 bank holidays
• Employee Assistance Programme
• Death in service benefit
• Healthcare
• Free parking

About Rentokil Initial

At Rentokil Initial, we value innovation and diversity. Our customers and colleagues represent diverse backgrounds and experiences. We are an equal opportunity employer, actively encouraging applications from individuals from all walks of life. We believe that everyone, irrespective of age, gender, gender identity, gender expression, ethnicity, sexual orientation, disabilities, religion, or beliefs, has the potential to thrive and contribute.

We embrace the differences that make each colleague unique, fostering an inclusive environment where everyone can be their authentic selves and feel a sense of belonging.

If you have any individual requirements to ensure your journey with us is accessible, we invite you to communicate any specific needs or preferences during any stage of the recruitment process. Contact joanna.sharpe@rentokil-initial.com if you need support.