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

Click the button below to download this week’s edition, or read our previous editions here.

 

Marketing Coordinator

The Role and Responsibilities

To provide support to haysmacintyre across a range of marketing and business development disciplines. This is an excellent opportunity to join a busy, professional and highly regarded team in a role that offers exposure to a wide range of marketing and business development activities and, as such, a solid foundation for someone seeking to develop a career in professional services marketing. The role requires someone with good project management, coordination and prioritisation skills.

Business Development

• End-to-end bid management: undertaking fact finding calls with prospective clients, preparation of bid documents, creating InDesign and PowerPoint templates, presentation rehearsals
• Support campaigns through business research
• Analysing tender outcomes and producing monthly statistics

Internal Communications
• Compiling a weekly summary of marketing updates
• Intranet management and updates for the marketing and business development team page

External Communications
• Provide support to managers in the preparation and distribution of insights, articles, publications and event invitations to clients, targets and our internal audience

Events
• Fully responsible for the delivery of selected events for the corporate and not for profit sectors and selected firmwide events
• End-to-end event management and co-ordination including coordinating invitee and reply lists, issuing a communication suite via e-comms or hardcopy, preparing name badges, producing and collating delegate packs, reviewing feedback, on the day support and issuing internal communications
• Support on larger events e.g. corporate hospitality receptions
• Support with external coordination of exhibitions and conferences
• Assist with website bookings and payments for paid for events

Marketing Information Management
• Practice Engine superuser and data cleanse management

Key Initiatives
• Bid production
• Events support for corporate and not for profit events, including third-party event support
• Communications support
• CSR programme

Other Duties
• Press coverage posts via all marketing channels
• Administrative support

The Candidate

Work-Based Competencies
• Marketing and/or events coordination experience essential
• Previous bid experience is advantageous, but not essential
• Highly organized, used to prioritising workload and working to deadlines
• Proven writing skills – in web content/advertising/direct mail
• Strong proofreading/editing skills is essential
A good level of IT skills is required, including:
• Microsoft Office suite – particularly Outlook, Word, Excel and PowerPoint
• Social media – Twitter, LinkedIn
• Desirable, but not essential (training will be provided):
o Adobe Creative Cloud, particularly InDesign
o Relational databases and/or CRM systems
o Web authoring and content management tools (WordPress)

Behavioural competencies
Communication skills will be critical, including:
• Confidence: professional, articulate and able to communicate with all levels externally and internally
• Resilient, persistent, persuasive and assertive
• Ability to build good relationships within Marketing team and Office Services team to ensure events are delivered efficiently
• Ability to effectively time-manage multiple competing deadlines and stakeholders.

You will also be:
• A reliable team player liaising with all departments within the firm
• Good at building effective relationships with colleagues and partners
• Flexible on working hours in order to support the firm’s events (the firm operates a TOIL/overtime policy.)
• Proactive
• Keen to develop business development, marketing and events experience

Marketing Manager – Corporate

Marketing and business development

• Line manager responsibilities for one corporate Marketing Executive
• Working with the Head of Marketing and Business Development, support the execution of the sector-based sales strategy and work collectively with marketing to provide a seamless go to market strategy
o Budget management including an assessment of cost vs. benefit of all activity to ensure that resources are used in an efficient and effective manner
• End to end management of in person, virtual and hybrid events
• Manage communication schedules for all corporate sectors
• Record ROI for all events and communications which are aligned to the corporate strategy
• Research, negotiate and manage key sector sponsorships
o Leverage key sponsorships which provide access to our target markets
o Leverage events to create opportunities for relationship development/sales dialogue
o Alongside the Marketing Managers and Head of Marketing and Business Development, create an evaluation matrix for sponsorships and apply for all corporate sponsorships.
• Develop relationships with key sector influencers and partnerships to enhance market footprint
• Provide industry insights to sector teams, supporting identification and progression of initiatives
• Responsible for management and reporting of the corporate pipeline
• Attend personal marketing plan meetings for partners, directors and senior manager as appropriate

Projects

• Responsible for the corporate client care programme
o Collaborate with partners to agree
• Campaign management:
o Working with the Head of Marketing and BD and sector groups, discuss possible topics and campaign themes, agree objectives and agree on the shape of the campaign.
o Responsible for planning the campaign and mapping out key initiatives
o End-to-end management of the campaign, including planning, preparations, launch and close
o Budget management
o Reporting on ROI
o Reporting on campaign results/outcome
• Management of the corporate key account programme:
o Develop an in-depth knowledge of and contribute to the implementation of a plan to target the department’s key clients. Identify which are the most appropriate clients for growth and cross selling opportunities.

Bids

• Main point of contact for pitches and corporate bids
o Evaluate the commercial viability of the bid opportunities and make justified
recommendations as to whether opportunities should be pursued.

The Candidate

Work-Based Competencies
• Proven managerial experience in professional services marketing and business development
• Strong project management skills
• Prior bid experience
• A track record of sponsorship management
• Proven copywriting and copyediting skills – web content/advertising/direct mail
• Experience of developing and managing relationships with key decision makers and stakeholders
• A passion for providing market leading industry insight
• Ability to provide momentum around campaign delivery is key
• Strategic vision
• Excellent understanding of Microsoft Office suite. Adobe Creative Cloud, particularly InDesign, is advantageous.
• Social media – LinkedIn and Twitter

Behavioural competencies
• A self-starter and highly organised
• Ability to effectively time-manage multiple competing deadlines and stakeholders
• Commercially aware, sensitive to concerns and needs of internal and external clients
• Confidence: professional, articulate and ability to challenge
• Attention to detail is a must
• Resilient, persistent, persuasive and assertive
• Ability to build good relationships

Get in touch