Office & Facilities Assistant

3 months ago

Oxford, United Kingdom Allen Associates Full time

An exciting opportunity has become available for an Office & Facilities Assistant to work alongside the Office, Facilities and Marketing Manager at our client’s science solutions company. A friendly, positive attitude and a willingness to contribute towards seamless business operations, is vital to the success of this role and for the greater good of the business.

**Office & Facilities Assistant Responsibilities**

This is a varied role, that involves interaction with employees, guests as well as other external business stakeholders such as contractors and suppliers. You will assist with the office facilities, reception and administrative tasks for other members of staff.

The main responsibilities of the role include but are not limited to:

- Ensuring maintenance works are scheduled, checks are in place and works are logged correctly and updated on a continuous basis.
- Overseeing the management of reception, answering calls, arranging couriers and sorting post.
- Arranging travel and event bookings for employees.
- Tracking and ordering office and kitchen consumables.
- Raising purchase orders and inputting office and facilities invoices, matching on Xero and keeping on top of payment dates to ensure timely payment to suppliers.
- Coordinating the training log process, scheduling training and refresher sessions where required for applicable employees.
- Performing HSE site inductions for all new employees, arranging HSE refresher sessions and completing weekly HSE walk arounds the office to identify health and safety risks.

**Office & Facilities Assistant Rewards**

As well as working for a great company, with growing success, you can benefit from:

- 28 days annual leave (plus bank holidays)
- Pension scheme
- Onsite parking

**The Company**

Our client provides manufacturers equipment within the science sector.

**Office & Facilities Assistant Experience**
- Previous experience in supporting business activities with facilities and administrative tasks and responsibilities is essential to this role.
- You will be familiar with health and safety requirements and the importance of them in the workplace.
- You will also have demonstrable experience with raising purchase orders and invoice processing.
- Organised by nature, you will have a natural ability to multitask, prioritise and meet deadlines with a high level of accuracy.
- A problem-solver, you like to see things through from start to finish, taking ownership of issues whilst exercising a proactive and logical approach to resolution.
- You will have a collaborative approach to work and suggest ideas for improvement to help streamline business operations and execution.
- Excellent written and verbal communication skills.
- Previous use of Finance packages such as Xero are not essential to the success of this role but are highly advantageous.

**Location**

This is a full-time role and the working hours are 37.5 per week. Due to the nature of the role, you will be required to work in the office, with the potential to work from home 1 day per week.

There will be a two-stage interview process. After an initial 30 minute video call via TEAMs with the panel, if successful, you will be invited to an in-person interview with the team.

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