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Facilities Administrator – Warner Bros Careers – Leavesden Green

Company: Warner Bros Careers

Location: Leavesden Green

Warner Bros Careers

Fantastic opportunity to join Warner Bros. Studio Leavesden as our New Facilities Administrator.

The Facilities maintenance department looks after all aspects of planned and reactive maintenance at Warner Bros. Studios Leavesden and the Warner Bros. Studio Tour. The site is a busy working environment providing film making facilities for various Film Production companies. The in-house maintenance team is multidiscipline technical group, made up of mechanical, electrical, construction and ground working engineers. Liaison takes place with all departments, productions and tenants. The Facilities Maintenance department also looks after a wide range of construction projects.

Primary Purpose of the Job
The Facilities Administrators role is a split role between three members of staff covering the Facilities offices Monday – Friday 7am to 7pm on a rotating shift pattern. Shift 1- 7am-16:00, Shift 2- 8am-17:00, Shift 3- 10am 19:00pm.

Each Administrator will be responsible for receiving requests from tenants and colleagues, collating planned preventative maintenance works (PPM’s) and monitoring all Facilities systems and processes.
The information is then recorded on the Facilities Management software and works are then issued to the in-house Warner Bros. Facilities technicians as well as third part contractors responsible for maintaining the site.
The Administrators along with all other supporting members of the Facilities team are responsible for ensuring building/grounds compliance in-line with current UK legislation and ensuring all tenants and Staff based at WBSL receive a first-rate experience whilst working at the Studios.
The Facilities Administrator also have a key role in co-ordinating a range of administrative functions.


  • Reporting to the Director of Studio Facilities and Projects, the Facilities Maintenance Manager and the Facilities Coordinator in all building matters daily.
  • Responding to all help desk requests over email, telephone and radio.
  • Inputting all jobs onto the CAFM system, including updates and closeouts once completed.
  • Allocating daily jobs to the maintenance team and third-party contractors.
  • Weekend work allocation for the in-house maintenance technicians and third part contractors.
  • Arranging out of hours electrical cover for productions
  • Fuel management
  • Contractor bookings to ensure building compliance
  • Contractor inductions and NDA agreements
  • Contractor Health and Safety document checks.
  • Arranging emergency call-outs.
  • Permit issuing

    • hot works
    • roof works
    • ground breaking
    • COLO room access
    • electrical isolations
  • Building Management System (BMS) daily changes and checks for the Tour and Productions.
  • Inputting manual meter readings on a weekly basis into the BMS.
  • BMS reporting of site wide meters to enable weekly billing.
  • Facilities vehicle fleet maintenance and compliance
  • Building fire alarm monitoring / isolations / reenabling’s (daily)
  • Management of fire alarm system during activations
  • Recharge documents for the Sales and Bookings team
  • PPE ordering
  • Reviewing daily Duty Manager and security reports for outstanding works.
  • Insurance RED TAG requests every week to enable weekly sprinkler tests
  • Staff overtime tracking for HR
  • General admin and office duties

The successful candidate should be able to demonstrate the following:

  • The Facilities Administrator should have an understanding of the methods of operation within a maintenance environment.
  • Proven administrative and interpersonal skills working within a Facilities department
  • Strong organisational skills.
  • Ability to work pro-actively in a fast-passed office environment.
  • Customer service experience.
  • Good communication skills.
  • Ability to give clear and concise instructions, specifically via two-way radio
  • Good research skills and the ability to draw information from various sources.
  • Self-motivated
  • Ability to multi task and prioritize
  • Able to interact with all levels of employees, contractors and customers.
  • Ability to work under pressure and meet deadlines
  • Excellent computer skills, specifically intermediate level of Microsoft Windows operating system, and Microsoft Word, Excel and Outlook.

Work Experience – Desirable

  • Experience of working with technical or building maintenance software applications or similar.
  • Experience of filing both hard and soft copy records and information in an effective manner for fast and efficient retrieval.

Working hours
You will be required to work a 40 hour week which will operate on a shift basis. There will be a requirement to respond to emergencies in and out of normal working hours. You may be required to work some weekends and bank holidays.

WBSL are committed to building a culturally diverse workforce and therefore are committed to equality of opportunity and welcome applications from individuals, regardless of their background.