Job Description

What you'll be doing

You will report to the Facilities Manager, the Facilities Assistants will have a wide range of duties, including as a minimum the following:-

Front of House

Located at the reception desk, the Facilities Assistants will be the first point of contact for external visitors and will be expected to provide First Class front of house/reception services to include the management of visitors, telephone answering, management of the online parking portal, dealing with queries raised through the shared mailbox, dealing with all day to day queries raised by employees, visitors and contractors to the site and the provision of other services/support as required.

Meeting Rooms

The Facilities Assistants must ensure that the meeting rooms are maintained to an exceptional standard at all times and will be responsible for managing the booking system, checking/clearing rooms between meetings, carrying out operational checks of equipment and arranging any hospitality

Mailroom

The Facilities Assistants will be responsible for incoming/outgoing post including distribution to recipients around the office and they will also be responsible for the inhouse company hybrid mail solution.

Other Duties

• Carrying out general admin support duties as and when required

• Responsible for stock control in various areas including stationery and proactively stocking up print stations on all 3 floors of the building

• Management of the access control system, issue of passes to the staff and liaison with the landlord for building passes etc

• Ordering and replenishing kitchen and office consumables, ensuring the tea point areas are maintained to an exceptional standard throughout the day

• Providing support to the Office/Facilities Manager as required, including admin support, assisting with the management of hard and soft FM contractors, assisting with the effective maintenance of the space, and ensuring up to date records are maintained for the facility.

• Proactively reporting any maintenance issues around the building and following through to resolution

Who we're looking for

An enthusiastic and dynamic individual, previous experience of working in a similar role in a corporate environment although not necessary as fully training will be given.

Essential

• IT literate with a good working knowledge of the Microsoft

• Must be confident in dealing with people face to face, at all levels

• Excellent verbal/written communication skills

• Excellent organisational skills

• The ability to work independently and manage varying workloads.

Desirable

• ABIFM

• NVQ, Business Admin or similar

Start/Finish time - 2 weekly rota 0800 – 1600 one week, 0930 – 1730 the next ..Monday to Friday, no weekends or bank holidays required