About us
HVSS, founded in 2010, are a privately owned company with an outstanding reputation amongst clients and the wider utilities industry. We have seen immense growth year on year, with offices located around the UK, we provide an innovative approach to our clients nationally. We offer services ranging from private high voltage connections and maintenance to multiple new connections across Electricity, Gas, Telecoms, Water and EV Charging. We strive to be market leaders and are looking for motivated individuals to join us on our journey and to be part of our bright future.
The Role
The Facilities and Fleet Administrator will play a key role in ensuring the smooth, safe, and efficient operation of the company’s offices and vehicle fleet. This position will carry out day-to-day tasks, including maintenance of buildings, assets, and vehicles, while ensuring full compliance with UK legislation, health and safety standards, and environmental regulations.
Key Responsibilities
Facilities Management
- Coordinate day-to-day facilities operations including workplace services, maintenance activity and contractor support
- Manage contracts for cleaning, pest control, security, utilities, and similar services, ensuring the delivery of all contractual obligations
- Where required, manage tenant relationships and serve as the primary contact for tenants for property related concerns, maintenance requests, and facility updates
- Coordinate facility renovation projects
- Ensure compliance with health, safety, and environmental standards
- Maintain accurate service records, warranties, and certifications in collaboration with the Compliance team
- Monitor performance of contractors, and look to for improvement in processes
- Support in the management of budgets
- Support procurement activity including raising purchase orders, receipting and invoice checks, including office supplies and consumables, sanitation products, and catering supplies
- Managing contractors on site
- Ensure office and canteen/kitchen supplies are maintained to provide seamless services to staff
Fleet Management
- Ensure compliance with UK vehicle legislation, HSE standards, and ESG reporting
- Maintain records for all vehicles and drivers (Tax, MOT, servicing, insurance)
- Work with the Health and Safety team to carry out audits, inspections, and fleet-related risk assessments
- Support the Finance team with vehicle procurement, replacement, and disposals
- Oversee third-party relationships to ensure service quality and cost control
- Ensure all company vehicles are compliant with legal and company requirements (MOT, insurance, road tax)
- Coordinate the deliver, collect or other arrangements of vehicles for service, repair and MOT, ensuring that routine servicing is on time, in line with the manufacture’s guidelines, and repairs are actioned quickly
- When necessary, communicated with our insurance company on any vehicle insurance claims
- Manage the fuel cards usage
- Enforce fleet policies and vehicle checks
Risk & Asset Management
- Work with Health and Safety team to ensure statutory compliance across fire, health and safety, water systems, and mechanical/electrical plant
- Ensure that any relevant documentation is in place
Experience & Qualities
Essential:
· Experience working in an office administration role
· Effective communication and relationship-building skills to foster collaboration across internal and external stakeholders and partners
· Proactive and hands on approach
· Strong problem-solving, and decision-making abilities, with the skill to navigate complex and challenging situations
· High level of integrity, professionalism, and ethical standards
Desirable
· Experience in a facilities, fleet or office manager type role
Perks & Commitments:
· Full Time, or we are willing to consider Part Time of 5 days per week but shorter hours, Permanent role
· Monday – Friday 8:30am – 17:00pm (up to 40 hours per week)
· 25 days holiday + bank holidays as standard
· Extra day off for birthday
· Up to 5 extra days holiday for long service
· The option to purchase an additional 5 days holiday per year
· 5% employer pension contribution
· Enhance maternity & paternity pay
· 2x Death in Service Cover
· Cycle to work scheme
· Private health cover, half paid for by us, and fully paid after 3 years
Pay: £26,500.00-£35,000.00 per year
Benefits:
- Additional leave
- Casual dress
- Company events
- Company pension
- Cycle to work scheme
- Enhanced maternity leave
- Enhanced paternity leave
- Flexitime
- Free parking
- On-site parking
- Private medical insurance
Work Location: In person
