Facilities Admin Assistant

Roles and Responsibilities

Main Duties

  • Dealing with and supervising issues that may arise from working within the facilities department
  • Working alongside the facilities team to find solutions for any queries or issues that may come from company staff, contractors and clients
  • Discuss with the FM any concerns regarding any maintenance service agreements are being met and caried out, by the building management and external contractors
  • To cover the reception as and when required
  • Some overtime may be required for the business which will be recovered as TOIL
  • Management and organization of all storage areas ensuring they are clean and tidy at all times

 

Meeting Room Management

The Facilities department are responsible for the management of the meeting room suite – this role is responsible for the set up of meeting rooms, working closely with the Front of House Team to ensure this is a smooth operation:

  • Managing the preparation of the rooms prior to each meeting/event including the appropriate configuration of furniture meeting all required timelines
  • Carrying out checks and inspections of meeting rooms/furniture and equipment regularly
  • Reporting faults if necessary
  • Periodic descale of the coffee machines in the meeting rooms working closely with the Facilities Officer

 

Deliveries

  • Collecting deliveries/ taking collections from/to the loading bay area, which can include, copier paper, stationery, client records, soft drinks, alcoholic drinks, IT deliveries. archive boxes, ect.
  • To store all consumables into the allocated cupboards to help keep the office and storage areas tidy
  • Dealing with general stationery request from staff members and liaising with facilities team to support the business

 

Events

  • To support all events being organized by different departments in the business
  • Ensure surety are aware of access requirements for contractors for any events
  • Ensuring all paperwork is completed in good time before the event and that all requirements are actioned
  • Ensure all health and safety requirements are adhered to

 

Post

To support the post room from 1600 – 1730 each day if there are no events or other tasks to be completed as directed by the Facilities Manager

  • Opening of post deliveries, sorting, scanning and forwarding to relevant person
  • Franking the outbound post
  • Recording any special/recorded deliveries in the correct book
  • Booking overnight and international couriers
  • Ensuring post room/facility points and basement areas are kept tidy and presentable
  • Contacting staff for any parcel deliveries and recording when the staff member was contacted
  • Taking the days post to the building post room at 5pm for collection
  • Ensure the post room is tidy and getting it ready for the next working day between 1700 – 1730

 

Additional Duties as required, mainly as cover for absence

Reception

  • Providing cover to main Reception on an adhoc basis
  • Providing cover to the post room during sickness or absenteeism
  • Updating spreadsheets
  • Logging queries and errors
  • Assisting with stationery requests
  • Other duties may arise from time to time as directed by the Facilities Manager

 

You will have:   

  • Knowledge of facilities operations within corporate environments
  • Knowledge of health & safety in an office environment, professional qualification desirable but not essential
  • Experience of working in a professional services environment is desirable but not essential
  • Microsoft Office experience
  • Experience of working with a Switchboard, or ability to learn
  • Knowledge of relevant document handling systems for when cover is required

 

To succeed you will need to be/have:

  • Smart and well-presented
  • Ability to work well under pressure and adhere to tight deadlines and prioritize workload
  • Adopt a flexible approach to working practices with an emphasis on cover for other team members
  • Able to Excellent telephone manner and communication skills
  • Strong team player
  • Ability to use own initiative and be proactive

Corporate and Private Client eNews

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  • HMRC pursuing missing tax returns
  • IOD proposes a directors’ conduct code
  • HMRC service levels
  • FRC plans audit quality metrics
  • Trust registration
  • Professional judgement guidance
  • Late tax interest rate increases
  • HMRC’s dashboard launched
  • Plastic tax returns
  • And finally… plugging electric cars

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