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Hours: Monday to Friday, 07:30am - 16:00pm (40 hours per week)

Location: DHL Aviation at East Midlands Airport

Grade: N

Department: Facilities

DHL is the most international company in the world with a global network in over 220 countries and territories across the globe, and a workforce exceeding 500,000 employees serving 2.8 million customers worldwide. We pride ourselves on our inclusive and diverse workforce, as demonstrated through our initiatives such as DHL4All.

As DHL continues to grow, we’ve an excellent variety of employee benefits available! These include:

• Competitive salary, including unsociable hours shift allowance
• Annual bonus up to 5% (depending on company performance)
• Free onsite parking
• My DHL Rewards (discount, saving, cash back at over 3000 retailers)
• Pension Scheme with up to 6% company contribution
• DHL Share Purchase Plan (after 3 months)
• Private Medical Scheme (after 12 months)
• Access to Occupational Health
• Enhanced Maternity pay (after 12 months)
• Cycle to Work scheme
• CIS Induction – a week’s all expenses paid induction to our Company Values!
• HealthyMinds – Employee Assistance Programme

The purpose of this role is to provide administrative support for the EMA Hub Facilities function. The Facilities Administrator is responsible for overseeing and coordinating various aspects of facility management within DHL Aviation. The role involves ensuring the smooth operation and maintenance of the physical infrastructure and supporting services. The Facilities Administrator contributes to the efficient functioning of the physical infrastructure, promoting safety and compliance, and supporting the overall well-being of employees and visitors within DHL premises. The Facilities Administrator reports directly to Facilities Administrative Supervisor.

Key Responsibilities:

• Support and Customer Service -providing support and assistance to employees and visitors regarding facility-related inquiries and issues. Addressing service requests, troubleshooting problems, and ensuring a safe and comfortable environment.
• Vendor/Contractor Management - coordinating and managing relationships with vendors and service providers. Obtaining and evaluating quotes, monitoring performance, and providing reports on services such as cleaning, HVAC, landscaping, electrical and maintenance.
• Budgeting and Expense Tracking -assisting in managing the facilities budget and tracking expenses related to maintenance, repairs, supplies, and services. Handling purchasing, order follow-ups, and the control of goods received.
• Record Keeping and Documentation -maintaining accurate records and documentation including maintenance logs, service contracts, warranty information, incident reports, compliance documentation, and asset registers. Conducting initial reviews of documentation, identifying necessary remedial actions, and escalating issues appropriately.
• CAFM System Management - administering the department’s Computer Aided Facilities Management (CAFM) system. Managing work orders, preventative maintenance logs, report generation, and help desk management.
• Authorization and Permit to Work Procedures -overseeing the authorisation and permit to work procedures, including insurance, monitoring, and closure.
• Additional Responsibilities -Supporting business monitoring and continuous improvement through effective data management and reporting. Also promote safety and compliance within DHL’s premises.

You'll bring to this role:

• Minimum of 5 GCSE’s Grades C/4 and above (including Maths and English)
• Strong organisation skills with a proactive approach and the ability to use own initiative
• Confident verbal and written communication skills
• Excellent interpersonal skills with the ability to build and maintain positive relationships with people at different levels
• High levels of accuracy and attention to detail
• Problem solving skills
• Flexibility and adaptability to handle changing priorities and challenges effectively and efficiently
• Computer literate, with the capability to use different applications and generate reports
• Experience in coordinating and managing relationships with various vendors and service providers
• Proficiency in tracking expenses, managing budgets, and handling purchasing processes
• Understanding of safety regulations and compliance requirements within facilities management
• A safety first attitude. You must conduct yourself in an orderly manner within the workplace, ensuring that correct uniform and PPE is worn when required.

Applications:To apply for the position, please submit your CV detailing your full and complete 5 year history including employment, education and any gaps of unemployment longer than 28 days. Please note, if you are an internal applicant you are required to let your manager/supervisor know that you are applying for a new position.

Closing date: Tuesday 1st October 2024

Our recruitment process at DHL Aviation

From a candidate who has identified an exciting opportunity to join us and make a real difference, to becoming an established team member connecting people and improving lives, we want to ensure your journey is as smooth and enjoyable as possible. We ask competency-based interview questions to keep our recruitment processes fair and consistent, so please be ready to share your experiences and achievements with us! We also understand recruitment is a two-way process, so we’d ask that you share any feedback and ask questions along the way to ensure we are the right fit for you.

Next steps: Once you have applied for a role, an email confirmation will be sent to you to let you know we have received your application. A member of our HR Recruitment team will then be in touch with the outcome of your application, which may include a short pre-screening conversation. If you have any queries regarding the recruitment process or for more information on our roles, please contact us via [email protected]

Please note: Due to the nature of our business we are regulated by the CAA (Civil Aviation Authority), therefore it is compulsory for all applicants to provide a full 5 year employment history. In addition to this, we are required to carry out a Criminal Record check.