Facilities Assistant

I am recruiting for a Facilities (Operations) Assistant. The hours are 9am-5.30pm, working one day from home. The firm offer excellent benefits and the salary is dependant on experience.

KEY RESPONSIBILITIES

• To professionally answer calls received on the Reception phone line and attend to the Operations mailbox in a timely manner.
• To process and deliver mail, including couriers and ensure franking machine is maintained with costs recharged accordingly.
• To provide logistical support for meetings held in the conference room, to include welcoming clients, preparation of conference rooms, coordinating with IT and arranging catering provisions.
• To manage office supplies (stationery, conference room and kitchen supplies) and maintain adequate stock levels.
• To assist with office moves, desk/office and locker allocation, maintenance of fixtures, fittings and deal with any maintenance issues promptly to ensure the office is fully operational at all times.
• To maintain office equipment and coordinate repairs as required in a timely manner.
• To oversee contractors to include Cleaning, Maintenance, Catering, Plant Maintenance and Pest Control ensuring all SLA’s are maintained and that contractors have the appropriate approvals and Health and Safety documentation to commence work.
• To assist with preparation for annual Fire, Health & Safety & Legionella Risk Assessments and provide First Aid and Fire Warden Assistance as required.
• To carry out weekly visual inspections of fire routes and fire doors to ensure that they are unhindered. Problems must be reported and sufficient action taken to resolve the problem to reduce the potential for danger.
• To oversee security of the office which includes managing access passes (issue, deactivate and reports) and ensure these are handled in line with office security procedures.
• To familiarise yourself with the buildings procedures and work closely with the relevant teams in reporting maintenance and repair issues
• To organise and actively manage staff socials, training sessions, charity fundraisers and office wide meetings.
• To provide a wide variety of administrative support to the office Manager, including calendar management, meeting arrangement and special projects.

KNOWLEDGE AND EXPERIENCE

Experience in an Operations or facilities position.

Proficient in Microsoft office.

Previous experience in a law firm or professional services firm would be helpful but not required.

SKILLS AND ABILITIES

Excellent communication (both verbally and in writing with people at all levels of the organisation) and interpersonal skills.

Strong organisational skills and the ability to prioritise work to meet deadlines and daily requirements in a fast-paced environment.

Excellent time management skills and the ability to take the initiative and be proactive.

Ability to work independently and with others to accomplish project objectives and to advance the department’s priorities.

Tact and diplomacy to deal with confidential matters.

Participate in continuously improving services through critically evaluating systems of work,

promoting new ideas and actively developing service improvements.

Work in a flexible manner and respond to changing circumstances and emergencies, this requires a willingness to occasionally work outside normal working hours/days when required