Job Description
Job Title: Fleet & Facilities Admin Assistant
Reporting to: Fleet & Facilities Manager
Contract Type: Full – time, 12 Months Fixed Term
Salary: £27,000 - £28,000 per annum (1 FTE) Depending on experience
Location: Depot/ Office based with some hybrid working
Hours of Work: 37.5 hours per week, Monday – Friday
About The Felix Project
The Felix Project is London’s largest food redistribution charity. Our vision is a London where good food is never wasted, and no one goes hungry. We aim to reduce the negative impact food waste has on the environment by working with the food industry to rescue high quality surplus produce, that would otherwise have gone to waste. This food is sorted at one of our four depots or turned into meals in Felix’s Kitchen. It is then distributed to over 1,200 community organisations, such as food banks, homeless shelters and primary schools, all of whom are working within communities across London to feed people experiencing hunger.
Our Values
Our values set the tone for our organisational culture and reflects how we do everything at The Felix Project including our recruitment & Selection process.
Purpose of the Job
The Fleet and Facilities Admin Assistant role would work closely with the small but growing team, to help keep on top of an array of routine tasks. Including smaller bespoke projects to help assist both the Facilities side and the Fleet side of this team.
Duties and Accountabilities
Your normal duties and responsibilities will be set out in your job description. However, the charity may require you to perform other duties from time to time.
- Manage multiple mailboxes
- Assist processing and communicating various internal procedures
- Maintaining Fleet Management accounts on various platforms
- Managing Hotdesking spaces across multiple locations
- Assisting in Monthly and Quarterly cross checks
- Updating and managing Supplier lists
- Assisting on Tech processing and movement across the Project
- Assisting in regular essential maintained checks across all operations
- Assist in maintaining VOP network across the whole project.
- F & F Boards – Maintain and update
- Cross check finance coding the Fleet budgets.
- Assist with sustainable projects regarding installations and data recovery.
- Assist in centralised internal inter depot supply network.
- Ad hoc adventures
Person Specification
The Felix Project recognises the positive value of diversity and is committed to creating a diverse and inclusive workforce. We encourage applications from all suitably qualified or experienced individuals, regardless of their race, gender, biological sex, disability, religion/belief, sexual orientation or age.
A knowledgeable and pragmatic problem-solving, with and an understanding of charitable sector. A passion to be in a rapidly expanding charity and thrive in a busy environment. Good numeracy and computer skills would be a great advantage for the role. Although a Hybrid position, it would be an advantage to spend time in our operational depots around London to gain an ongoing understanding of the changing facilities-based needs.
Essential skills/knowledge relevant to this role
- Proven record in driving efficiency, improvement and/or supporting growth and change management.
- Proven history in improving and embedding processes and systems to optimise operational efficiency.
- Ability and willingness to work in a busy environment.
- Ability to work within a team of varied individuals with a cheerful outlook, as well as working independently.
- Meticulous organisation skills and mindfulness
- Good PC skills, particularly Microsoft Office
- Effective communication skills
- Critical thinking skills.
- Strong organisation skills to ensure daily operations are conducted safely and efficiently in a view to increase productivity.
Desirable skills/knowledge relevant to this role
- Committed to reducing food waste and fighting food poverty.
- Flexibility in terms of working hours
What you’ll get in return
You will be working in an upbeat, innovative charity with strong vision, ambition and a fantastic culture and leadership team. The salary is £27,000 per annum to £28,000 per annum, with 25 days annual leave plus bank holidays. You will be able to further develop your skills through training opportunities if and when required.
Contract Type: Fixed Term
Hours: 37.5 hours per week. Monday to Friday 9.00 – 5.30
Equity Diversity Inclusion & Belonging
At The Felix Project, we are committed to promoting equality, diversity, and inclusion in everything we do. We value the unique contributions of every individual and strive to create a respectful, inclusive environment free from discrimination or prejudice. Our commitment extends to all employees, and volunteers, ensuring equal opportunities for everyone, regardless of background or characteristics.
Application procedure
Once you apply you will be directed to our recruitment portal. Please upload your CV and a covering letter outlining your suitability for the role and make sure that they are both uploaded before submitting your application. After you have submitted your application, you have 24 hours in which you can access you application and make edits. We will only consider applications with both CV and cover letter submitted.
Recruitment timeline
Applications close: 22nd May 2025
We reserve the right to close advertisements early and we might assess candidates and arranging interview as applications come in, so please apply as soon as possible, to avoid missing out on this opportunity.
Due to the anticipated large number of applicants, if you do not hear from us within four weeks of your application, we regret to inform you that your application has been unsuccessful. Consequently, will not be able to provide feedback.
