Facilities Coordinator

Who we are and what we do

About Hachette UK

Hachette UK is a creative powerhouse and the UK's second largest book publishing group. Our mission is to make it easy for everyone to discover new worlds of ideas, learning, entertainment and opportunity.

We're made up of 11 autonomous publishing divisions and over 60 imprints with a rich and diverse history and an incredible range of authors. We're also the market leader in e-books and publish a range of bestsellers in audio format, the fastest growing part of our business.

Our award-winning adult publishing divisions are Orion, which won Publisher of the Year at the 2021 British Book Awards; Little, Brown; John Murray Press; Hodder & Stoughton; Headline; Quercus; Octopus, and Bookouture. They publish fiction and non-fiction in digital, audio and print format, from the world's best and most diverse authors, including Brit Bennett, Candice Carty-Williams, Martina Cole, Michael Connelly, John Grisham, Stephen King, Stieg Larsson, Nelson Mandela, Stephenie Meyer, Maggie O'Farrell, Delia Owens, Ian Rankin, J.K. Rowling, Colson Whitehead, and Malala Yousafzai. Hachette Children's Group publishes a wide and vibrant range of books for children across all age ranges, while Hachette Learning is a market leader in resources for both primary and secondary schools.

Hachette UK is part of Hachette Livre, the world's third largest trade and educational publisher. As well as our headquarters in Carmelite House, London, and our state-of-the-art book distribution centre in Didcot, Oxfordshire, we have recently opened five new offices in Manchester, Bristol, Sheffield, Newcastle, and Edinburgh. The UK region also includes offices in Australia, New Zealand, India, Singapore, the Caribbean, and Ireland.

It's an exciting time to join our business because the publishing market continues to grow and thrive. The UK remains the largest exporter of physical books in the world and book adaptations for film and TV are the foundation of the UK's creative industries.

What you'll be doing

Facilities duties:

• Support the delivery of all building management, facilities and maintenance services at Carmelite House.
• Conduct regular inspections of all Hachette occupied floor areas, communal spaces, meeting rooms, shower and toilet facilities, etc.
• Recording of all defects, faults, breakdowns and repairs onto on-line tracker registers
• Reporting faults and breakdowns to the specific approved contractor or appointed service provider for actioning and ensure they are attended to and resolved within the given time frames.
• Manage and maintain the Facilities Help Desk email account, ensuring all requests, enquiries and reports are responded to and resolved in a timely and efficient manner.
• Carry out regular checks on first aid box contents, central stationery stocks, notice board posters and general signage to ensure they are at the correct levels and displays are current.
• To provide ad hoc support to the Post Room team in their daily duties as may be necessary including setting up/re-setting of furniture for larger conference events.
• To provide ad hoc support to the Print Room team as may be necessary.
• Assist the Building Manager with the delivery of Health &Safety checks and to participate in emergency planning, incident management and building evacuations as required.
• Manage and process the Meridian compliance database system, including chasing up and up-dating due and expired documentation and relevant actions.
• To assist the receptionist in Co-ordinating approved quotations, raising purchase orders on the SAP system for sending out to service providers.
• Organise Fire Marshall and First Aid training for staff members, including up-dating training records and display posters.
• Be the Facilities team representative for all new staff starters and leavers procedures including carrying out building induction tours.
• Lifting and transporting standard boxes of books and furniture items, etc, with the aid of suitable, designated, trollies.
• Assist the Receptionist in managing the access control system, setting up and printing new ID cards as required
• Manage the various types of lockers located around the building including key issuing and up-dating admin database records.
• Order specific stationery and furniture items for the team and other users including DSE working from home equipment requirements.
• Assist with internal office churn moves in terms of furniture relocations, desk set ups and general ad-hoc tasks.
• Collate and record daily building occupancy statistics.
• Management of the 6th Story are area display books and how they are presented.
• Organise regular collection of charity and/or surplus books from floors for re-assignment to other display areas or disposal.
• Recording and safe storage of all lost property items ready for collection or disposal after set period of time.
• To be first line support cover for the reception desk during Receptionist lunch time and short term sick periods.

Reception duties:

• Greet visitors, staff and contractors in a professional and courteous manner at all times.
• Answer and manage incoming calls, emails and enquiries in a friendly, efficient and effective way.
• Maintain a tidy and welcoming reception desk, ensuring area remains presentable and clutter free at all times.
• Manage the visitor management system, recording visitor arrivals and contacting the respective host.
• Issue daily temporary staff access passes and recording them on the card management database system

This is not an exclusive or exhaustive list of duties, and the job holder be required to undertake such other tasks as may reasonably be required.

Who we are looking for

Skills/Knowledge/Personal Attributes:

• Previous experience working within a facilities, property management or hotel environment is essential.
• Excellent communication and interpersonal skills with a professional and client focus demeanour.
• Polite, courteous and have a personable and approachable manner.
• Strong IT skills including Microsoft Office (Excel, Word, Power Point and Teams).
• Ability to work under pressure, including dealing with ever changing priorities.
• Working style that encourages team work both within the role and across business functions.
• Collaborative working spirit that enhances and builds effective working relationships both internally and externally.
• The ability to multi-task effectively and prioritise workloads on a daily basis.
• A positive “can do” attitude with the ability to use their own initiative.
• Have an innovative and self-motivated mindset to resolve problems and improve processes and systems.
• Excellent written and spoken communication skills.
• Be customer focussed and have the confidence to effectively deal with difficult situations as they may arise.

Qualifications/Certifications:

• IOSH or other Health & Safety qualifications (desirable)
• NVQ in Business Admin, Customer Services or Property Management (desirable)
• Manual Handling trained (desirable)
• Emergency First Aid and Fire Marshall trained (or a willingness to complete training)

What we offer

Our staff are our greatest asset, and our benefits reflect this:

• 28 annual leave days per year, increases to 29 days after 2 years' service and goes up to 30 days after 5 years' (+ bank holidays)
• Private medical insurance
• Dental insurance
• Generous pension schemes
• Rent deposit loans
• 2 community days per year
• Summer hours (finishing at 1pm on Fridays during the summer months)
• Retail discounts through Hachette rewards
• Cycle to Work scheme
• Eye care vouchers
• Wide-ranging training library
• Development programmes (including mentoring)
• Up to 70% off book purchases
• A charity bookshelf
• 12 Staff-led employee networks that are voluntary, including Gender Balance, Thrive, Pride, All Together, Wellbeing and religious networks
• Season ticket loans
• And much more!

The role will be based at our London office, Carmelite House, Monday to Friday

Our commitment

Hachette employs people on the basis of their abilities. We aim to attract and develop talent from a base as broad as the world of readers we want to reach, with a wide and representative range of age, faith, disability, race, gender, sexuality and socio-economic, regional and cultural backgrounds.

If you are shortlisted and need us to make any adjustments to help you attend for interview, please let us know.

The Book Trade Charity offers financial support to people looking to enter the book trade but who may struggle to afford the costs of attending interviews and undertaking junior roles. For more information visit www.booktradeentrysupport.org