Facilities Admin Assistant

Welcome to Ascot where tradition meets innovation and excitement is the heartbeat of our business. We are a destination for over 500,000 guests each year where passion, elegance, and celebration converge, and it is our team of behind-the-scenes heroes that bring every intricate detail to life. As one of the world’s leading racecourses, Ascot is renowned for its rich heritage spanning over 300 years. But we are not bound by the past; we’re driven by the pursuit of excellence in everything we do. From hosting our flagship event, Royal Ascot, to pioneering sustainable practices, we are committed to building a Global lifestyle brand, wrapped around the world class horse racing we run. At Ascot we believe in preserving the beauty of our surroundings and minimising our ecological footprint. From eco-friendly initiatives to community engagement programs, we strive to make a positive impact on both the environment and the lives of those around us. What we are looking for We are currently seeking a Facilities Admin Assistant to join our Facilities department, based in our offices at the racecourse in Ascot, Berkshire. What you’ll be doing The Facilities Admin Assistant provides administrative support to the Facilities Administrator and assists with the running of a daily help-desk for the Facilities Team using the CAFM system. The role also involves assisting with Contractor accreditation and any other necessary admin tasks. Key responsibilities for this role include: • Support the Facilities administrator with the running of a daily helpdesk, making sure all requests and faults are logged on the CAFM system and dealt with through to completion. • Support the Facilities Team and Facilities Management team with administrative duties. • Support the team on the build-up and during Racing and Event days with duties such as issuing keys, booking accreditation, and supporting on the CAFM work order system. • Support with administration of the FM contracts database using the CAFM system ensuring they are up to date at all times. Hold and file all necessary information such as locations, contacts, assets, and drawings where possible. • Responsibility for key management, ensuring the correct process is followed by signing them in and out. • Support the Facilities helpdesk on Raceday’s. Other responsibilities include: • Support Raceday’s as required when both in and out of the control room. • Organise and when requested, coordinate meetings on behalf of the Facilities Team. • Assist with the ordering all departmental PPE, Uniforms & equipment. • Maintain the Facilities online shared folder ensuring data is up to date & easily accessible. • Support with the archiving system for the department. • Such other duties as the Company may, at times, reasonably require. Skills and experience you can bring • High standard of oral and written communication at all levels • Computer literate with a good standard of ICT knowledge including Microsoft Office • Organisational skills with good attention to detail • Ability to work independently following instructions What you can expect from us • A best-in-class welcome with a tailored induction and racecourse tour, as well as a wide range of training schemes to help with your learning and development. • Access to a range of wellbeing support for yourself and your family including a dedicated Employee Assistance Programme and Healthcare support app with 24/7 virtual GP access. • Opportunity to make an impact in our volunteer week with a day out of the office to support local community and charity partners • End of year offices closed (extra 2 days annual leave added to your entitlement) • Time Off in Lieu (toil) for working weekend race days. • Clothing and hat hire • Complimentary race day entry for friends and family • Exclusive discounts in local shops and cafes • Exclusive discounts from selected partner brands and suppliers And let’s not forget, invitations to our monthly social nights as well as annual parties and afternoon-teas to celebrate our most special occasions throughout the year. What sets us apart from the rest We take pride in our commitments to make a positive change for now and future generations to come, whether through our Diversity and Inclusion strategy and training programmes, our award-winning ‘Racing To Zero’ sustainability actions, or our forward thinking employee benefits including flexible working and menopause policies, as well as health and EAP support access. We are also proud of our community outreach which includes a volunteering week for all employees to spend time supporting local charities. Our Diversity and Inclusion Vision We are committed to ensuring guests from all backgrounds and communities feel welcome at the Racecourse and are working to ensure our internal teams are nurtured within a supportive and inclusive environment. Closes: 12th January 2025