Facilities Supervisor

2 weeks ago

United Kingdom Debenhams Ottaway LLP Full time

Overview

At Debenhams Ottaway the client and our people are always at the heart of what we do. This role ensures that clients receive a warm welcome into a clean, well-maintained office and that team members have facilities required to deliver an excellent service.

Key Responsibilities

The Facilities Supervisor is responsible for:

Facilities

  • Supervising the Facilities team, fostering a collaborative and supportive culture.

  • Ensuring that the Facilities team are maintaining the day-to-day needs of the business.

  • Reviewing supplier costs to find the best prices.

  • Ensuring that all visitors receive a consistently warm and professional welcome.

  • Monitoring the facilities inbox and respond to or deal with enquires in an appropriate manner.

  • Assisting with office moves and workstation set up - updating the office floor plan in a timely manner.

  • Managing external contractors, including cleaning and maintenance, for both PPM schedules and ad hoc requirements.

  • Ensuring that the building is kept looking clean and tidy, including client and communal areas, and properly provisioned with stock refreshments.

  • Transportation of items between offices and to other locations as necessary.

  • Covering reception in the absence of the receptionist.

Property

  • Maintaining the company property register and company asset log as movement occur.

  • Looking after the health and safety of the building, including weekly fire alarm checks, bi-annual evacuations.

  • Supporting maintenance projects as required, updating the site maintenance log as necessary.

  • Undertaking building inspections in accordance with checklists, identify any concerns/issues in the building and raise to the relevant person.

Administration

  • Sorting incoming office post and deliveries.

  • Franking outgoing post and ensuring that the franking machine is maintained and loaded with sufficient funds.

  • Logging all incoming cheques and delivering them to the bank with completed paying in book.

  • Logging files for digital storage, arrange collections and destruction of hardcopy documents as required. Request files and deeds from Stephens when required and assist in the location of older files and deeds.

  • Checking invoices.

  • Other admin support as and when requested, such as photocopying, ordering business cards etc.

Skills and Attributes

Essential

  • Team leader experience.

  • Good IT skills particular with MS Office.

  • Good written and verbal communication skills.

  • Excellent organisational and time management skills.

  • Attention to detail / accuracy.

  • Able to lift, move and carry sizeable objects (manual handling)

  • Able to pitch in and work as part of a wider team

  • Confidentiality and discretion

  • Driven to provide an excellent service.

  • Full, clean driving licence.

  • A commitment to continual learning and encouraging the same in others.

  • A supportive and collaborative approach

A little more about Debenhams Ottaway

Debenhams Ottaway is a progressive law firm with a long history and a reputation built on providing outstanding service and legal advice. Based in the heart of St Albans with a London presence, we help individuals, families and businesses in Hertfordshire, London and across the UK.

We believe passionately in building long term relationships with our clients and people. Our teams of talented and ambitious people work together to help clients succeed. This is an opportunity to join an exciting and demanding work environment that offers support and guidance to help everyone achieve their best. Our career framework provides the opportunity to learn and develop in a structured but flexible way.

This job description is an operational document that does not form part of any contract of employment.

There may be times when an individual is expected to perform tasks that are not be expressly stated in the job description but are necessary in the day-to-day performance of their duties.

The job description maybe amended as necessary to meet thechanging needs of the firm.

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