Facilities Administrator at Epson

Your mission:

• The Central Facilities Administrator – Administration provides structured administrative and coordination support across regional Facilities operations, with primary responsibility for document control, SharePoint management, contract tracking, travel administration, and routine operational follow‑ups. The role ensures Facilities records, trackers, and administrative systems remain accurate, accessible, and up to date, supporting operational continuity and compliance across the region. Working alongside the Central Facilities Administrator – Operations and the Facilities Manager, the role also provides defined administrative backup support for selected operational activities when required.

What you will do:

Document Control & SharePoint (Primary)

• Maintain the Facilities SharePoint structure, ensuring consistent naming, logical storage, and accessibility.
• Manage document control for regional vendor documentation, service records, administrative evidence, and facility‑related documents.
• Maintain regional trackers and registers (contract dates, compliance lists, action trackers) and update the central contract‑tracking platform to ensure all contract records remain current and accurate.

Compliance Administration (Administrative Support Only)

• Assist with H&S administrative evidence collection and filing.
• Maintain basic logs or lists as directed by the Central Facilities Administrator - Operations.
• Follow up with regional contacts for missing documentation.

Travel Administration & Query Triage (As assigned)

• Act as first‑line triage for routine travel queries.
• Maintain travel guides and process notes.
• Compile simple travel‑ or administrative‑related reports.

General Administration

• Monitor shared mailboxes and apply standard triage processes in line with agreed workflows.
• Compile straightforward summaries or document packs based on information provided by the Facilities Manager, where required.

Project Administration Support

• Support project coordination through meeting minutes, action logs, and filing.
• Assist with information gathering from regional offices.

Backup Support Responsibilities

Provides backup support to the Facilities Administrator - Operations for:

• Financial & Transactional Support
• Basic PO/GR assistance and invoice follow‑ups (not full SAP ownership)
• Vendor‑onboarding documentation (not SAP loading)
• Assisting with asset/inventory updates and routine facilities coordination
• Administrative assistance with H&S evidence collection (not H&S ownership).

What we ask for:

• Strong administrative and organisational skills with excellent attention to detail.
• Proficiency in SharePoint, Teams, OneDrive, and document‑management systems.
• Ability to maintain tidy, structured filing systems and trackers.
• Good written communication skills and follow‑up capability.
• Experience in travel admin, facilities admin, or compliance support is advantageous.
• Reliable, consistent, and able to manage routine workflows independently.