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Office / Facilities Coordinator
3 months ago
- Work alongside the facilities manager and learn with hands on experience.
About Our Client:
A global strategy consulting firm, working with senior executives across the world on some of the most exciting strategic problems and questions.
General Office Duties
- Support with the on boarding process for the new joiners
- Ensure that pictures are taken for access passes
- Maintain OC&C FM Manual and key supplier list
- Arrange temporary access for contractors
- Cover Reception in periods of pressure / absence (sickness)
- Attend weekly meetings with the Senior Facilities Officer to cover all issues / concerns
- Responsible for assisting in the Senior Facilities Officer coordination of all accidents, emergencies and fire evacuation procedures and the fire marshals
Maintaining the Office Environment
- Ensure internal meeting rooms are presentable throughout the day
- Assist with daily floor inspections and associated remedial actions
- Tidying up the post and print rooms throughout the day
- Clear desks to prepare for new joiners
- Work with the Senior Facilities Officer and IT team in relation to desk plans, office redesign's and moves etc
- Assist Reception as and when required with the preparation for internal events; ensuring adequate stock supplies and preparing room setup
- Make sure all aspects of building management are escalated to relevant parties and to liaise with the Senior Facilities Officer in terms of escalation and any health and safety considerations
Service Delivery
- Logging FM issues with Land Securities and ensuring the issues are resolved in a timely manner
- Ensure all communication and documents are filed accordingly and maintained to a high standard
- Working with Senior Facilities Officer to prepare for internal events by setting up eventconsultations and ensuring adequate stock supplies and set up of venue on the day of the event
- Proactive monitoring of all third party contractors (likely to include cleaning, hospitality, maintenance, security, stationery) reporting all issues to the Senior Facilities Officer
- Day to day operation against established contract, new arrangement not included
- Responsible for assisting in the coordination of work station risk assessments
- Responsible for assisting in the coordination of Facilities Inductions and Building tours for new Joiners
- Ensure all communication and documentation are filed and records maintained to a high standard
Supplier Management
- Maintain supplier contact list
- Maintain issues list
- Work closely with the reactive maintenance team to ensure that all logged problems are resolved in a timely manner
- Create purchase orders on a weekly/monthly basis when requested by the Maintain supplier contact list
- Liaise with office cleaners to ensure all requests are undertaken and completed
- Liaise with stationary suppliers to ensure constant stock of regular items and also ordering of oneoff requests such as printed matter
Reporting Line
- Senior Facilities Officer is direct line manager
- Service delivery to OC&C staff
- Working with all suppliers both building / services related
The Successful Applicant:
_ Breadth of Experience:
_
- Proven experience of operating in an office environment
- Administration of process and tasks
- A good understanding of health and safety requirements as it relates to emergency procedures, office moves and desk space
_ Qualifications / Tools:
_
- Competent in Microsoft Office suite especially Outlook, Word and Excel
_ Behavioural Competencies:
_
- Willing to support team members
- Willing to improve and develop skills
- Customer service orientation
- Excellent attention to detail and quality
- Able to work under pressure and handle multipletasks at the same time with appropriate prioritisation
- Ability to communicate clearly and accurately
- The ability to be proactive and use initiative when required
- Collaborative style, seeking help when needed
What's on Offer:
This role requires you to be in the office 5 days a week. You will receive a yearly salary of £30,000 and be entitled to company benefits after completing probation.
