OASIS Group is the largest privately-owned information management provider in Europe, securing and managing over 115 million barcoded items, 200TB of digital data, and scanning more than 17 million images per month. Since forming in 1999 we have grown steadily, and we now employ over 1,700 Team Members across six countries.
Together we support more than 11,500 clients through our network of over 70 secure, monitored, and compliant record centres. As our clients’ single source partner for information management, we offer solutions that cover the full record lifecycle, including file storage; secure online access; data protection; business continuity; and secure destruction.
The Role
This role provides essential administrative and operational support to ensure the smooth management of property transactions, maintenance and leasing activities. This role oversees documentation, maintains accurate records, coordinates communication between internal teams and external partners, and ensures compliance with relevant legal and organisational requirements.
You will assist with scheduling inspections, preparing reports, tracking key deadlines, and supporting project execution across multiple sites. With strong organisational skills, attention to detail, and the ability to manage competing priorities, you will play a key role in keeping real estate operations efficient, compliant, and aligned to business objectives.
Key Responsibilities
- First line Point of Contact for Group Facilities issues.
- Managing local contractors and suppliers to ensure smooth, efficient, and timely delivery of services including supplier performance audits and reviews working alongside procurement where applicable.
- Manage the facilities central email inbox and manage the facilities shared folder, documentation, and files to ensure information is stored correctly and easily accessed.
- Carry out audits of Group wide daily / weekly building inspections ensuring all buildings are maintained to a high standard and acting where required.
- Maintain a Facilities Contract Register to the highest standard to contain up-to-date information relating to all contracts with third party supplies of facilities services.
- Update property management databases and records to ensure accuracy and compliance.
- Applying a continuous improvement approach and supporting ad hoc projects as they arise.
- Supporting ad hoc projects as they arise.
- Lead by example in respect of H&S, compliance with statutory and contractual legislative requirements.
- Support implementation of a Lease Management/CAFM system to assist in the management of the estate.
- Assist stakeholders with the provision of data / reports as requirements including but no limited to Procurement, Compliance, H&S, ESG
- Provide procurement and purchasing support, including raising requisitions and maintaining effective relationships with vendors, service providers, and landlords.
- Manage purchase order (PO) process, ensuring POs and invoices are accurately raised, tracked, and processed in line with company procedures. Monitor and expedite purchase orders, producing regular reports and following up with suppliers to ensure timely delivery of goods and services.
- Archive management of all supplier documentation.
- Ensure all price lists are kept current and up to date.
- Travel to other OASIS locations in UK and Ireland may be required.
Candidate Requirements
- A good understanding of Real Estate is desirable.
- Relevant level of knowledge and work experience the role of Facilities administration in a corporate environment benficial.
- Experience of dealing with suppliers and office administration is beneficial, although training will be provided
- Dependable and flexible and able to work in a reactive and ever-changing environment.
- Organised, self-motivated and able to prioritise and manage competing priorities within a busy office and business environment.
- Strong work ethic, sense of responsibility and confidentiality.
- The ability to work independently with little supervision.
- Excellent people skills - ability to develop and maintain relationships.
- Excellent time management and multi-tasking skills.
- Understanding of procurement, buildings management and maintenance.
- Microsoft Office; including Outlook, Excel, Word, PowerPoint.
- Strong communication skills (verbal and written) with a professional and confident manner.
- Accurate and methodical with excellent numerical skills and attention to detail, with a can-do attitude.
The Company is required by law (Immigration Act 2016) to have proof of right to work in the UK, prior to commencement of employment. The Company is required to conduct a background screening check as set out by the British Standards Institution BS7858 prior to commencement of employment.
OASIS is an equal opportunities employer.
The Company confirm that our legitimate interests comply with GDPR and data protection