Facilities Assistant

2 months ago

London, United Kingdom Florida State University IPA UK Full time

**Florida State University London** has welcomed students on short-term study abroad programmes for over 50 years. Over 800 US-based students per year travel to our campus, where they live and study on programmes lasting one month, one term, or one full year. Based in a row of 17th-century townhouses in Bloomsbury, the campus is home to student accommodations, staff and faculty offices, study spaces, classrooms, and lecture halls.

Florida State University London seeks a **Facilities Assistant** to join our team for a permanent role. The position will be based at the reception desk in our main building, where you will be the face of the university to all visiting students, faculty, and guests. The post-holder will ensure that the University’s buildings are maintained to a high standard and see that facilities related works are completed to a high specification. The post-holder will oversee the smooth-running of building and maintenance processes, including, but not limited to, reception services, contracted and call-out services and utilities services. The post-holder must also be capable of overseeing repairs and maintenance works within the University’s buildings. See below for a detailed job description and main responsibilities.

Successful applicants will enjoy working as a collaborative member of a team, showing initiative, and interacting with people (especially university-age students) within a fast-paced and sociable environment. The post will involve frequent interactions with a wide range of stakeholders; therefore, applicants should be able to confidently communicate and interact with others to help problem solve and deal with queries. Applicants will enjoy and take pride in holding responsibility for the day-to-day running of our historic buildings and will think proactively about ways to continue to improve and enhance current processes. Applicants will be extremely organised and able to manage a busy service schedule alongside their daily tasks. From time to time there will be the opportunity to collaborate on exciting projects related to the physical enhancement of our buildings. While successful applicants should be able to work well in a wider team, they should also be able to work productively on their own.

Previous experience in a receptionist or administrative role is required. Previous experience in a facilities management role is desired.

**Hours**: Monday - Friday, 10:30am-6:30pm (incl. 1 hour paid lunch)

**Job Description & Main Responsibilities**:
**Reception**
- Staff the FSU London reception desk, being the first welcoming face and port of call for university students, faculty, staff, tenants, contractors, vendors, and visitors;
- Ensure all persons entering the building have been granted access to the premises;
- Maintain cleanliness of reception by ensuring areas are kept professional, tidy, and presentable at all times;
- Receive post for all buildings as it is delivered, including recording receipt of student packages and distribution of post to building tenants;
- Clearly and professionally answer the main telephone line, connecting the line or passing along detailed messages to staff;
- Provide general administrative support to FSU London staff as required, including but not limited to photocopying, alerting staff when a visitor has arrived, preparing refreshments for guests, etc.;
- Ability to confidently answer basic questions about the local area, such as places to eat, how to take the Tube, etc.;
**Facilities Services**
- Update Maintenance Team administration and filing;
- Utilise the University’s maintenance service app to communicate maintenance issues to the maintenance team and update students as required;
- Manage maintenance works schedule and budgets, monitor workflows and response turnarounds, ensure regular communication with all involved parties;
- Coordinate and liaise with the Maintenance Team, Health & Safety officer, and external contractors on planned and emergency works;
- Ensure planned preventative maintenance is carried out and recorded and remedial works are flagged for further review;
- Regularly meet with Maintenance Team and external contractors to manage work requests and upkeep;
- Assist as requested on any ad-hoc operational matters.

**Contract Management**
- Obtain competitive quotations/tenders to ensure best value for money while maintaining quality standards;
- Coordinate with contractors on-site, ensuring compliance requirements are upheld;
- Assist with procuring new vendors/contacts as and when required and support new contract tenders as requested;
- Manage utilities contracts, ensuring the best rates are obtained and upgrades are installed as necessary.

**Qualifications**
- Spoken and written English language proficiency (GCSE equivalent in English);
- Educated to GCSE level or equivalent, plus 2 years of previous experience as a receptionist or administrative assistant, or
- Educated to A-Level or BTEC equivalent, plus 1 y

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