Facilities Assistant

Role and Responsibilities (this is a broad but not exhaustive list)

• Support and assist the Facilities Helpdesk and Accounts Manager and the London Facilities Helpdesk service
• Respond, action and monitor all Facilities Helpdesk enquiries (email, webex messages & calls) and assign tasks to the relevant departments
• Assist the Facilities Helpdesk and Accounts Manager with internal office moves and associated communications.
• Setting up furniture configurations of all client meeting rooms
• Daily up-keep and maintenance of the Facilities Helpdesk inbox 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 and blogs
• Liaise with various contractors and suppliers including: Travel insurance brokers, building management, cleaning, M&E and all other FM related service providers/subcontractors.
• When required liaise with other FM support areas.
• Daily communication with on-site M&E engineer & other sub-contractors
• Daily use of working on different systems: BMS, Access door system, 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, access passes, stationery and general office supplies. Iiaising with associated suppliers
• Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed.
• Maintain the new joiner and leaver process
• Creating and ordering business cards
• Provide Office tours to new joiners
• Processing invoices, creating PO’s and credit card expenses using the firm’s account management software.
• Involvement in projects, CSR 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 local security measures are in-line with policies and guidelines.

Qualifications and Experience

• Experience in a professional services environment is desirable
• Good systems knowledge with a good knowledge of Microsoft Word, Excel and PowerPoint

Person Specification

• Reliable, enthusiastic and responsive team player with a passion for helping staff and visitors in using the office’s facilities.
• 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
• Communication
• Team work
• Delivering results