Facilities Administrative Assistant

The Facilities Administrative Assistant plays a key role in supporting the day-to-day operations of the London office, Helpdesk enquiries, administration, supplies and assisting with logging of M&E jobs. Also, assisting the Facilities Manager on a range of projects and working with the wider team.

This role is based 5 days in the office.

Roles and Responsibilities (this is a broad but not exhaustive list)
•Support and assist the Facilities Manager and the London Facilities Helpdesk service

•Respond to, action, and monitor all Facilities Helpdesk enquiries (email, Teams messages, and calls), assigning tasks to relevant departments

•Daily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log 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, intranet news items, and updates on building smart app.

•Liaise with various contractors and suppliers including building management, cleaning, M&E, and all other FM related service providers/subcontractors.

•Collaborate with other FM support areas to ensure tasks are addressed promptly when required

•Daily communication with on-site M&E engineer & other sub-contractors

•Ensure permits to work are in place for contractors, ensuring compliance with safety protocols and Helpdesk/H&S procedures

•Daily use of working on different systems Digital ID, Access control, BMS & 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, stationery, new joiner items.

•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

•At times oversee the use, ordering and authorisation of the stationery ordering system.

•Assigning invoices, creating PO’s and credit card expenses using the firm’s account management software.

•Involvement in projects, 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 security measures are in-line with policies and guidelines.

•Collaborate with H&S team to ensure that work areas are adhering to the good housekeeping standards.

•Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are met.

Skills 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 assisting staff and visitors in using office facilities.

•Demonstrates a 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

•Delivering results

•Planning and organising

•Team work

•Communication

Hybrid working - We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.

For a detailed specification please download the job description in the documents section of this page.

Clicking 'apply' will direct you to the application tracking system, hosted for us by Reach-ATS.com.