Assist the Facilities/Office Manager with the following:
Liaising with security to issue security passes to staff
Liaising with building manager/tenant on building issues to include fire evacuations; fire risk assessments, signage and security generally.
Liaising with tenants and Landlords’ agents in relation to issues within their demise to include faults with air conditioning, faults with security entry system and signage.
Arranging electricians, plumbers and builders as and when faults arise.
Assisting with all queries raised by Office Manager to include cleaning, electrical and health and safety issues.
General ad-hoc enquiries but to include issuing of keys and fobs to staff.
Forwarding to staff, issues fed back by agents handling these sites.
Meeting and planning moves/changes with external supplies and internal teams.
Liaising with Director of Finance and accounts team plus external providers to review/agree annual budgets and ad hoc budgets for projects.
Managing the team on a daily basis also to include organising sickness and holiday cover for members of the team.
Monitoring secure destruction bins and liaising with contractor for extra collections.
Regular communication and meeting with external supplies to arrange maintenance, contracts and reviews of service provided.
Checking and authorisation of invoices from suppliers
Other general administration duties.
Faults and Servicing:
Operable Wall System in client meeting rooms
Alarm to areas of building
All fire equipment
Monitoring goods in vending machine and arranging services
All electrical appliances to include water machines. Fridges and dishwashers.
Health & Safety Issues:
New staff inductions
Training and replacing Fire Wardens
Training and replacing First Aiders
Staff requests for alternative seating/desk
Fire Risk Assessment
Full Fire Evacuations (bi-annual)
Meeting and assisting marketing
Meeting and assisting
Liaising with reception for parking
Liaising clearing of room
Liaising with cleaners for post-event cleaning.
Assisting at the event.
GCSE in English and Maths
IOSH qualified (Desirable). If not IBB would assist in receiving the necessary qualification.
Skills and Experience
Strong oral and written communication skills
Ability to prioritise and multitask duties
Proficient computer literacy with Microsoft Word and Excel
Good communication and interpersonal skills
Well organised and able to work to deadlines
Ability to demonstrate a commercial awareness and professionalism at all times
Previous experience of supporting an office manager
Punctual timekeeping and attendance
Must be highly organised with methodical and thorough approach to work
Must be able to demonstrate a flexible and hands on approach to the duties and tasks with a "can do, will do" attitude.
Ability to lift and carry files, boxes etc. (in accordance with H&S guidelines)
May be asked to work outside normal working hours/days on occasion.
As a member of staff in the Business Support Group you will be expected to demonstrate the One brand values:
We are positive
Able to stay calm in busy and pressured situations
We are engaged
Ability to adapt a flexible approach to respond to different work situations ensuring professionalism and diplomacy at all times
Commitment to delivering high standards of customer service
We are united
A proactive attitude and the ability to work effectively as part of a team
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