Office / Facilities Coordinator

3 weeks ago

London, United Kingdom Page Personnel Full time

Great role for anyone looking to get some experience as a Facilities Assistant
- 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 co-ordination 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 re-design'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 event-consultations 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 co-ordination of work station risk assessments
- Responsible for assisting in the co-ordination 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 one-off 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 multiple-tasks 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.

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