Facilities Assistant

CPI helps make great ideas and inventions a reality. We’re a team of intelligent people using advances in science and technology to solve the biggest global challenges in healthcare and sustainability.

Through our incredible people and innovation infrastructure, we collaborate with our partners in industry, academia, government, and the investment community to accelerate the development and commercialisation of innovative products.

From health technologies and pharmaceuticals to sustainable food and materials innovations, we turn the entrepreneurial spirit and radical thinking of our people and partners into incredible impact that makes our world a better place.

Due to continued growth at CPI, we are pleased to be recruiting a Facilities Assistant to join our well-established and growing Facilities team.

The Facilities team is responsible for managing and actively supporting the smooth running of CPI’s facilities, ensuring all contracted Facilities Management services meet legal, statutory, and client specifications. The role is based at NETPark Sedgefield, with some travel to CPI sites as needed.

This role offers you the opportunity to take your existing administration and time management skills and knowledge in a new direction, as we are accepting applications from candidates who meet the essential criteria with and without previous Facilities experience. Full training will be provided and there are opportunities to complete Facilities related qualifications for career development. Attention to detail and a desire to complete work to a high standard and deadlines are key requirements for this role.

Reporting to the Facilities Coordinator the Facilities Assistant will use their administration skills and experience to carry out the below tasks. Please download the job description for full details available on the CPI careers page:

• Manage the Facilities Management inbox on a day-to-day basis filing emails in the necessary location such as folders in the shared inbox and in the Facilities Management SharePoint once actions are complete.
• Log, approve, and save all utility Invoices across CPI sites as well as be the first point of contact for all utility providers.
• Log and track the status of all Wilton Centre Helpdesk requests with the Facilities Management Landlord and communicate with the requestor regarding progress updates.
• Raise Purchase Requests and Purchase Orders (POs) using the Sage 200 System for any facility-related costs
• Liaise with service providers and contractors to ensure regular activities are undertaken e.g., but not limited to, confidential waste and site signage
• To actively manage the team actions via Microsoft Planner to ensure they are closed out and actioned as necessary by the team.
• Manage the file structure and admin aspect on the Facilities Management SharePoint site.
• Update floor plans and set rules on the Matrix Hot Desk Booking system when required.
• Assist with the coordination of the management of CPI lease agreements and assist with the management and maintenance of a system to collate information for charging non-contractual service provisions (such as telephone, postal, photocopying charges, and room ire/refreshments).

• Act as point of contact for company departments and contractors ensuring lines of communication are maintained and regularly monitored – such as email, mail, telephone, and helpdesk.
• Assist with Energy Saving data collation and monitoring from CPI sites.

It is essential that you are educated to GCSE level (or equivalent) in both Maths and English. You should also:

• Have proven experience in an administrative role, with demonstrable experience using Microsoft Office systems in the workplace, including Outlook, Word & Excel
• Be able to demonstrate a confident proactive approach to work tasks and have the initiative to consider all options before arriving at a conclusion. With the ability to multitask effectively and prioritise workload.
• Be be able to demonstrate experience where attention to detail and completing work to a high standard and set deadlines

Previous experience gained in a Facilities environment would be desirable for this role.

At CPI, we offer a wide range of benefits to our employees, this includes:

• Up to 36 days holiday, including bank holidays – Plus a holiday purchasing scheme
• Generous pension scheme
• Life assurance and accident insurance schemes
• Flexible working
• Learning and Development Opportunities
• Free parking

Find out more about our culture and benefits.

CPI is an organisation based in the UK. Commencement of employment is conditional to demonstrating right to work in the UK, sponsorship may be available.