The Role

This role provides essential administrative and operational support to ensure the smooth management of property transactions, maintenance, and leasing activities. This role oversees documentation, maintains accurate records, coordinates communication between internal teams and external partners, and ensures compliance with relevant legal and organisational requirements.

You will assist with scheduling inspections, preparing reports, tracking key deadlines, and supporting project execution across multiple sites. With strong organisational skills, attention to detail, and the ability to manage competing priorities, you will play a key role in keeping real estate operations efficient, compliant, and aligned to business objectives.

Key Responsibilities

• First line Point of Contact for Group Facilities issues.
• Managing local contractors and suppliers to ensure smooth, efficient, and timely delivery of services including supplier performance audits and reviews working alongside procurement where applicable.
• Manage the facilities central email inbox and manage the facilities shared folder, documentation, and files to ensure information is stored correctly and easily accessed.
• Carry out audits of Group wide daily/weekly building inspections ensuring all buildings are maintained to a high standard and acting where required.
• Maintain a Facilities Contract Register to the highest standard to contain up-to-date information relating to all contracts with third-party supplies of facilities services.
• Update property management databases and records to ensure accuracy and compliance.
• Applying a continuous improvement approach and supporting ad hoc projects as they arise.
• Supporting ad hoc projects as they arise.
• Lead by example in respect of H&S, compliance with statutory and contractual legislative requirements.
• Support implementation of a Lease Management/CAFM system to assist in the management of the estate.
• Assist stakeholders with the provision of data/reports as requirements including but not limited to Procurement, Compliance, H&S, ESG.
• Provide procurement and purchasing support, including raising requisitions and maintaining effective relationships with vendors, service providers, and landlords.
• Manage purchase order (PO) process, ensuring POs and invoices are accurately raised, tracked, and processed in line with company procedures. Monitor and expedite purchase orders, producing regular reports and following up with suppliers to ensure timely delivery of goods and services.
• Archive management of all supplier documentation.
• Ensure all price lists are kept current and up to date.
• Travel to other OASIS locations in UK and Ireland may be required.