Facilities Administrative Assistant

Facilities Administrative Assistant London, England

Charles Russell Speechlys
Full Time London, England 30252 - 43820 GBP ANNUAL Today
Job description

Role and Responsibilities (this is a broad but not exhaustive list)
  • Support and assist the Facilities Helpdesk and Accounts Manager, Senior Facilities manager and the London Facilities Helpdesk service
  • Respond, action and monitor all Facilities Helpdesk enquiries (email, webex messages & calls) and assign tasks to the relevant departments
  • Daily up-keep and maintenance of the Facilities Helpdesk inbox and associated folder/filing systems
  • The main contact for London staff regarding faults, failures, spills leaks etc and co-ordinate the right resources to fix and resolve issues.
  • Drafting and completion of Facilities Helpdesk email communications and blogs
  • Liaise with various contractors and suppliers including: Travel insurance brokers, building management, cleaning,

M&E and all other FM related service providers/subcontractors.

  • When required liaise with other FM support areas.
  • Daily communication with on-site M&E engineer & other sub-contractors
  • Daily use of working on different systems: BMS, Access door system, M&E portal
  • Manage internal spreadsheets for staff use of facilities such as lockers, parking & occupancy and desk usage
  • Ordering of office supplies such as desk equipment, access passes, stationery and general office supplies. Iiasing with associated suppliers
  • Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed.
  • Maintain and oversee the new joiner and leaver process
  • Creating and ordering business cards
  • Provide Office tours to new joiners
  • Processing invoices, creating PO’s and credit card expenses using the firm’s account management software.
  • Involvement in projects, CSR initiatives, and collaborating with other teams & offices within the firm to ensure FM links with larger projects, events and promotions are fulfilled.
  • Updating of the Facilities Intranet Pages, Out of hours guide, Helpdesk guide and useful contacts list and other documents
  • Ensure local security measures are in-line with policies and guidelines.

Office moves

  • Assist the Senior Facilities Manager and Facilities Helpdesk and Accounts Manager with internal office moves and associated communications.

Health and Safety
  • Work with H&S representatives to ensure that all work areas are adhering to the best housekeeping standards.
  • Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are adhered to on all floors.

Qualifications and Experience

  • Experience in a professional services environment is desirable
  • Good systems knowledge with a good knowledge of of Microsoft Word, Excel and PowerPoint
Person Specification
  • Reliable, enthusiastic and responsive team player with a passion for helping staff and visitors in using the office’s facilities.
  • Common sense approach
  • Able to communicate, influence and educate staff on best practice use of its facilities
  • Solid organisational, administrative and planning skills with the ability to prioritise and multi-task.
  • Trouble shooting skills and the ability to apply good judgement to situations as they arise.
  • A flexible approach with regard to daily tasks and working hours
Competencies
  • Planning and organising
  • Attention to detail
  • Communication
  • Team work
  • Delivering results


Location
London
Category
Contract type
Permanent - Full Time
Salary
Competitive
Working hours
Full Time

Facilities Administrative Assistant
Charles Russell Speechlys

www.charlesrussellspeechlys.com
London, United Kingdom
James Carter
Unknown / Non-Applicable
501 to 1000 Employees
Company - Private
Legal
Legal
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