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Facilities Assistant

Job Description

Reporting to the Facilities Manager, the Facilities Assistant is to provide Facilities Services and general assistance, including but not limited to Guest Services, Hospitality, and Post Room, printing, photocopying, binding, and archiving services in order to support the smooth running of the office.

Client Service (Main Duties & Responsibilities)

• Assisting in the organization of company events and conferences
• Deal with complaints and queries
• Supervise and monitor the work of facilities staff
• Processing invoices and managing office budgets
• Review/input credit card expense information
• Organize office operations and procedures
• Address employees queries regarding office management issues (e.g. stationery, booking arrangements)
• Liaise with facility management contractors, including cleaning, catering and security services
• Assisting facilities manager with maintenance issues
• Monitoring the incoming queries and requests on the company helpdesk
• Providing Post Room and Porterage services including the delivery and collection of all mail, including priority mail, arranging couriers and taxi services.
• Delivery and removal of crates, boxes, parcels and other goods delivered, the collection and delivery of the Companies Archiving requirements in accordance with manual handling good practices
• Checking stationary supplies and ordering new stock, oversee all print hubs have sufficient paper stocks, stationary and replenishing accordingly
• In-house colour printing/copying and binding
• Assisting in the organization of company events and conferences
• Liaise with facility management contractors, including cleaning, catering and security services
• Processing invoices and managing office budgets
• Oversee the collection and on site destruction of confidential shredding, ensuring all certificates are filed in a timely manner
• Providing cover for Front of House, greeting clients and booking meeting rooms which may include providing teas, coffees and other refreshments when required
• Maintaining the Accident Book
• Carry out a range of other facilities Duties within an office environment as reasonably instructed by the Head of Facilities
• Keep a track of the catering forms submitted
• Keep a track of the invoices, and the hospitality tracker
• Occasionally document printing, scanning and binding
• Report IT or senior facilities of any issues or equipment malfunction and/or damage
• Keep checking constantly emails and calendars for any last-minute update and be ready to quickly fulfil any catering requirement for meetings and events.
• Maintain high standard of service and constant professionalism in front of colleagues, visitors and contractors at all times
• Document archiving, maintain the records in the portal and spreadsheets
• Document recall from the storage/ transferring documents back to storage

Visitor Experience

• Greet clients and visitors, to the highest standards
• Coordinate meeting room reservations, transport and courier bookings
• Requesting access for new joiners and keeping track of passes being issued
• Answering telephone calls with the specified response time and manners
• Assisting the catering team during the events.

Qualifications and Experience

• Competent with MS Office Suite (Excel, PowerPoint, Word, Outlook)
• Administrative experience
• 2 years Front of House Corporate Facilities experience essential
• IOSH Qualification would be desirable

Skills & Competencies

• Excellent Attention to detail and organizational skills
• Positive can do attitude, proactively respond to tasks as needed, taking responsibility and initiative to ensure the smooth running of the premises and post room functions
• Strong interpersonal skills
• Strong multi-tasking skills
• Excellent communication skills
• Committed to delivering a high level of customer service
• Well presented with a professional attitude

Job Types: Full-time, Permanent

Salary: £32,000.00 per year

Benefits:

• Company events
• Company pension
• Private medical insurance
• Referral programme
• Sick pay
• Store discount

Schedule:

• Monday to Friday

Experience:

• Corporate Facilities: 2 years (required)

Work Location: In person

Reference ID: SHF01