Facilities Assistant

HaysMac is an award winning firm of chartered accountants and tax advisors, with over 40 partners and over 600 staff. Providing advice to entrepreneurs, fast-growing and owner-managed businesses, charities and not for profit organisations across the UK and internationally.

We are currently looking for an individual who can demonstrate a smart, enthusiastic and flexible attitude with a passion to learn new skills and an interest in becoming part of a great Facilities team alongside two Facilities Officers.

Responsibilities

The role is a generalist role, assisting in all areas of the Facilities Department in accordance to the needs and requirements of the team at the time.

The list of duties required is as follows, this list is not exhaustive and may vary from time to time;

Main Duties

• Setting up and preparing the meeting room suite prior to each meeting/event within the required timelines working closely with the Front of House Team to ensure this is a smooth operation.
• Checking the next days schedule for any meetings which might be needed early and to setup if applicable.
• Using the Facilities service desk system to check for any issues that may arise and finding and suggesting solutions to any queries or issues that may come up.
• Assisting with any issues relating to maintenance, security (access cards), post deliveries.
• Assist with the paper waste collection services.
• Assist the postroom function when requested.
• Perform regular floor walks to ensure there are no visible faults with furniture
• Checking for and reporting any faults found.
• Carry out staff inductions, this includes giving new staff a tour of the office floor and shown the fire escape routes.
• Ensuring all new joiners are aware of the fire assembly point, bike racks and shower areas
• Assist Front of House with door access cards and programming.

Deliveries \ Logistics Support

• Collecting deliveries/ taking collections from/to the loading bay area, which can include, copier paper, stationery, client records, soft drinks, food shopping for meeting room events, IT deliveries and archive boxes
• To store all consumables into the allocated cupboards to help keep the office tidy
• Dealing with general stationery requests from staff.
• Assist with moving deliveries \ boxes \ chairs \ furniture \ when required.

Document Handling/Scanning

• Opening , sorting, and scanning of inbound post and handling the documents in a timely manner
• Advising staff when items arrive.
• Ensuring that documents are stored in the correct places.
• Sending on documents, client items as per PA / Staff requests.
• Monitoring and actioning anything in post email box requests, then filing into the relevant folders after actioned.
• Franking out bound post and taking to the loading bay for collection.
• Booking DHL / Parcel 2 go

Reception/Front of House Cover (Occasionally required)

• Cover Reception/Switchboard when required – including general front of house duties, overseeing meeting room calendar assisting with/rescheduling meeting room bookings/booking couriers and dealing with client queries.
• Assist with Meeting Room set-up when required – ensuring all meeting rooms are fully stocked with tea/coffee/crockery etc and have the correct table layout.
• Assist with the preparation of light lunches for client/partner meetings/events – once a Food Hygiene Course has been completed.

Ad-hoc admin duties

• Any other duties that may arise from time to time as directed by the Front of House manager

Experience and Qualifications

Some office experience would be beneficial but not essential.

Computer literate

Customer Service Experience

English and Maths GCSE