Facilities Co-ordinator

4 months ago

London, United Kingdom SSC Perfumes & Cosmetics Full time

**Position**:
**POSITION: FACILITIES CO-ORDINATOR**

**DEPARTMENT: FACILITIES**

**LOCATION: LONDON**

**REPORTS TO: FACILITIES MANAGER**

**PURPOSE OF THE ROLE**

To enable smooth running of our London office for all Brands.

**MAIN RESPONSIBILITIES**

Post Room
- Ensure all daily post is distributed to all Lancer Square personnel. Open all post not addressed to any member of staff and give to relevant departments.
- Send all internal post to Hersham.
- Send all internal post to Field Staff - liaising with HR Department to ensure all addresses are kept up-to-date.
- Frank and mail out all external post - via Royal Mail or Bluesky. Ensuring correct and most economical postage is used at all times.
- Credit franking machine.
- Keep a check on stock required for franking machine and place replenishment orders.
- Liaise with Receptionist with regard to any cleaning issues.
- Raise PO’s on SAP for any orders placed

Office
- Ensure general amenities are fully equipped each morning for all office staff,
- Ensure Meeting Rooms are kept in order and ready for use.
- Monitor and order all stock for coffee, tea, milk etc.
- Monitor stationery cupboard, keep clean and tidy and fully stocked.
- Monitor and maintain (call service engineers) if required for franking machine and photocopiers etc. Together with ordering any toners, ink, staples and labels for machines.
- Keep the offices clear of any clutter, especially Fire Exits.
- Assist staff with franking mail outs or when they require help with moving office furniture, disposing of boxes, sending out large items through the post.

Reception
- Ad hoc cover for Reception during Receptionist’s lunch breaks.
- Ad hoc booking of any Couriers as and when requested by office staff.
- Greet visitors and have sign in Visitors’ Book and notify member of staff they are visiting.
- Log in any deliveries and notify recipient.

Box Deliveries
- Assist with any deliveries being made to our offices by DHL/UPS etc.
- Check all deliveries match with Manifest.
- All deliveries should be taken to respective Brand locations as soon as possible and not stored in Reception for too long. Staff may require assistance for large or bulky deliveries.
- If boxes have to be reassigned to another external location liaise with member of staff to have these re-despatched.

Health and Safety
- Carry out weekly fire alarm testing.
- As one of our nominated Fire Wardens be aware of Emergency Evacuation Procedures for all staff.
- Help organise 6 monthly fire evacuation drill and monitor and log response.
- Ensure all water outlets are flushed on a weekly basis and logged in book.
- Have DSE training and undertake all Work Station Assessments for all staff in Lancer Square.
- Attend any Health and Safety Committee Meetings incorporated within Facilities Team Meetings.
- Train as one of our nominated First Aiders and with the assistance of other First Aiders maintain First Aid Boxes are fully stocked and in date.
- Be aware, identify and report to Line Manager any potential Health and Safety issues in the offices.

Handyman Works
- Maintain and carry out any small remedial works required around the office, ie repair toilet seats, repair cupboard doors, hang notice boards and pictures etc.
- Advise Line Manager of any works required to the building and liaise with contractor/supplier should one be required.

**Profile**:
**PERSON SPECIFICATION**
- Good level of education required.
- Computer knowledge would be advantageous (Word/Excel/Outlook/SAP)
- Good telephone manner essential
- The ability to deal with people and handle problems without getting stressed
- Ability to organise and prioritise workload
- General knowledge of maintenance works.
- Pro-active, mature person with office experience and ability to work on own initiative.

**Additional information**:
**POSITION WITHIN THE ORGANISATION**

Reports To: Facilities Manager

Direct Reports: None

Internal: Reception, Brand Teams, Field Staff

External: Contractors/Suppliers/Couriers

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