Facilities Administrator
Vistra · Guernsey
It’s never been a more exciting time to join Vistra.
At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.
But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that.
We have an exciting opportunity for you to join our team as Facilities Administrator. Reporting to the Facilities Officer Channel Islands, this part-time, permanent position is based in Guernsey and offers local coverage, allowing you to make a significant impact on our local business and its growth.
Purpose of the Role:
Facilities is an organisational function which integrates people, place and process within the building environment with the purpose of improving the quality of life of people and the productivity of the core business.
Key Responsibilities:
- Responsibilities are varied but typically include:
- Providing front-of-house, visitor reception, hospitality, and customer service support, ensuring colleagues, visitors, and stakeholders receive a professional and welcoming experience.
- Preparing meeting rooms for internal and external meetings, including room set-up and arranging refreshments when needed.
- Supporting the handling of incoming and outgoing mail, courier deliveries, and distribution of correspondence.
- Providing telephone coverage when required, including taking messages and directing calls appropriately.
- Assisting with the booking and coordination of meeting rooms and office facilities.
- Maintaining stationery, kitchen, and general office supplies.
- Supporting the Facilities team with routine administrative tasks
- When needed liaising with suppliers, contractors, couriers, and building management teams as directed.
- Assisting with office housekeeping
- Supporting office moves, workstation set-ups, equipment collections, and other ad hoc office activities as required.
- Assisting with employee engagement, social, and office events when required.
- Following Health & Safety procedures and reporting any issues or concerns to the appropriate person.
- Undertaking any other reasonable duties required to support the smooth day-to-day running of the office.
Ad Hoc:
- Providing general ad hoc administrative support to office-based teams.
- Assisting with ad hoc document management, filing, archiving, and records retention activities.
Attributes and Technical Skills:
- Adaptable and willingness to learn new skills
- A committed professional team-player in providing quality support services
- Able to balance multiple tasks/deliverables , seeking advice and/or guidance if required.
- Able to respond to ad-hoc requests/unknown events
- Able to resolve queries and find solutions timely.
- Good communication and interpersonal skills
- Obtain and maintain qualifications as required to fulfil role, incl Fire Marshall, First Aider, etc qualification
- Good working knowledge of MS Excel, Word and Outlook
- General ‘handyman’ type maintenance skills
- Clean driving license
Relevant Experience:
- Relevant experience in similar role
- Ability to operate in compliance with relevant internal policies and procedures
- Accuracy and attention to detail
- Confidentiality
If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!