Office & Facilities Administrator

Office & Facilities Administrator

Workwear Uniform Group Ltd (WWUGL) – Head Office, Oldbury

ABOUT US

Workwear Uniform Group Ltd (WWUGL) is a market leader in the sourcing, design, manufacture, and distribution of technical workwear, PPE, and bespoke corporate uniforms.

WWUGL delivers comprehensive, cradle-to-grave workwear solutions for household names across industries including construction, healthcare, rail, logistics, banking, retail, and tourism.

As our Office & Facilities Administrator, you'll play a key part in supporting WWUGL's continued growth by ensuring our workplaces are safe, compliant, well-maintained and running smoothly every day.

We are committed to promoting equality, diversity, and inclusion across our workforce and to eliminating unlawful discrimination in all its forms.

JOB PURPOSE

We are looking for a proactive and highly organised Office & Facilities Administrator to provide administrative support and manage the day-to-day running of our Oldbury head office and Group facilities. This is an administration-based role: you will manage office administration, records, spreadsheets and correspondence, while acting as the central point of contact for contractors, suppliers and service providers – coordinating reactive and planned maintenance, managing the schedule of facilities contracts, sourcing quotes and coordinating health and safety compliance. The role suits someone with strong administrative skills who is confident dealing with contractors and takes pride in a safe, well-maintained and efficient workplace.

DUTIES & RESPONSIBILITIES

General Administration

• Provide day-to-day administrative support across the head office, including data entry, filing, scanning, photocopying and general clerical tasks.
• Maintain accurate digital and physical filing systems for facilities, contract and compliance records.
• Produce and maintain spreadsheets, trackers and reports on maintenance, contract renewals, compliance and spend.
• Prepare correspondence, letters, reports and presentations as requested.
• Take and distribute minutes for facilities, health and safety and contractor meetings, tracking agreed actions through to completion.
• Support the management team with diary management, meeting coordination and ad hoc administrative tasks as required.

Office Coordination

• Oversee the day-to-day running of the head office, ensuring the working environment is clean, safe, well-presented and fit for purpose.
• Act as the main point of contact for office-related queries, managing post, deliveries, couriers and the visitor sign-in process.
• Manage office supplies, consumables, kitchen and welfare provisions, placing orders with suppliers and keeping stock levels within budget.
• Coordinate meeting room bookings and hospitality for client, board and team meetings, and support office moves and space planning as required.

Facilities Management & Reactive Maintenance

• Act as the first point of contact for all facilities and maintenance issues, logging, prioritising and resolving reactive repairs promptly to minimise disruption to the business.
• Maintain the facilities issues log, tracking every job from report through to completion and sign-off.
• Arrange and oversee planned preventative maintenance (PPM) across building services, including heating and air conditioning, electrical, plumbing, doors and roller shutters, fire systems, security and access control.
• Carry out regular site walk-rounds and inspections, identifying defects, hazards and opportunities for improvement.
• Manage utilities, waste and recycling services, supporting the business's environmental objectives under ISO 14001.

Contractor Coordination

• Coordinate all on-site contractors, including scheduling works, carrying out site inductions, reviewing RAMS and insurances, and issuing permits to work.
• Ensure contractor works are supervised appropriately and completed safely, to standard, on time and with minimal disruption to operations.
• Maintain an approved contractor and supplier list, including competency, insurance and accreditation records.

Contract Management & Quotations

• Maintain the schedule of facilities and service contracts (e.g. cleaning, waste, pest control, security, fire and alarm servicing, statutory testing, vending and equipment leases), tracking start, renewal and notice dates.
• Review contracts ahead of renewal and monitor supplier performance against agreed service levels, raising issues where standards fall short.
• Source and obtain competitive quotes for new contracts, renewals and one-off works (normally a minimum of three where appropriate), preparing comparisons and recommendations for management approval.
• Raise purchase orders, check invoices against contracts and quotes, and track facilities spend against budget.

Health & Safety Coordination

• Coordinate the statutory compliance schedule, ensuring all inspections and testing are booked and completed on time (e.g. fire alarm, emergency lighting, extinguishers, PAT, fixed wire testing, gas safety, legionella and racking inspections).
• Maintain health and safety records, certificates and the compliance tracker, ensuring documentation is audit-ready.
• Support the fire risk assessment and general risk assessment process, tracking actions through to closure.
• Coordinate fire drills, first aider and fire marshal cover, first aid supplies, and accident and incident reporting records.
• Maintain the H&S training matrix, flagging gaps and booking refresher training as required.
• Support ISO 45001 requirements and assist with internal and external audits.

Other

• Awareness of the company's ISO 9001, 14001, and 45001 accreditations, objectives, and requirements.
• Attend annual company training and refresher courses as required.
• Any additional tasks or duties as reasonably requested by management.

EXPERIENCE REQUIRED

• Previous experience in an office administration, office management or facilities administration role.
• Proven experience coordinating contractors and managing reactive and planned maintenance.
• Experience managing service contracts and renewal schedules, and obtaining and comparing supplier quotes.
• Working knowledge of health and safety legislation and statutory compliance requirements for commercial or industrial premises.
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word and Outlook, with a high level of accuracy in data entry and record-keeping.
• Excellent organisational skills, with the ability to prioritise urgent reactive issues alongside planned work.
• Confident communicator, able to manage contractors and suppliers assertively and professionally.
• Experience in a manufacturing, warehouse, distribution or multi-site environment is advantageous.

PHYSICAL REQUIREMENTS

• Ability to move around site(s) to carry out inspections, walk-rounds and contractor supervision, including warehouse and production areas.
• Occasional light lifting (e.g. deliveries and office supplies) in line with manual handling training.

Benefits:

• On-site parking

Ability to commute/relocate:

• Oldbury B69 3ES: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Have you managed a schedule of service contracts (e.g. cleaning, waste, fire servicing) and obtained supplier quotes?
• Have you coordinated statutory health and safety compliance (e.g. fire alarm testing, PAT, legionella, risk assessments)?

Work authorisation:

• United Kingdom (required)

Work Location: In person