Facilities & Accounts Support Assistant

2 weeks ago

Bristol, United Kingdom Unite Students Full time

**The Role**

Unite Students has a unique opportunity for an office support role split between our Office Support and Finance teams, with designated hours dedicated to supporting each function across a full-time working week.

The company's Office Support and Finance teams seek to build trust and be strong members of the corporate function, taking on a wide range of topics in many areas of the business. For this reason, it is important to have a track record of delivering a great customer experience as well as excellent communication and, above all, the determination to really make a difference.

**What You'll Be Doing**

Facilities Assistant

This element forms the majority of the role (60%) supporting the Office Manager in maintaining office standards and is the face of Unite Students for our visitors. This highly visible role is key to make the office environment feel welcoming and to facilitate efficient working for our internal teams

The role is responsible for supporting the Office Manager with services such as: reception, security, parking, cleaning, post, waste disposal, to make sure the surrounding environment is in a suitable condition to work. The role is also key to ensuring the general maintenance, health & safety and running of head office facilities to maintain the working environment. Some specific responsibilities are set out below:

- Oversee day-to-day office activities as a point of contact in reception area, digital communications, and telephone calls
- Ensure office efficiency by maintaining common areas, organising procedures, handling correspondence, purchase orders, managing file systems, and overseeing supplies and equipment
- Provide direct administrative support as needed, including scheduling appointments, meetings, and events, booking travel, maintaining file systems, and mail room duties
- Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage supplier relationships, and coordinate stock and food deliveries as required
- Manage all aspects of meeting space/infrastructure planning and provide answers, resources, and solutions when requested
- Implementing health and safety procedures, act as a fire marshal and ensuring the wellbeing of visitors. Working with our landlord and contractors to ensure the building is safe, secure and compliant with relevant legislation

Accounts Support Assistant

This element will support the Finance team in a range of administrative tasks. Key activities as part of the Accounts Support side of the role:

- Ensuring customer accounts are regularly reviewed and accurately maintained, in line with the Delegated Authority rules, reallocating payments or following up on refund requests
- Processing of customer credits for rent adjustments, goodwill, and promotions
- External debt partner management
- Ensure notes are recorded in the system for all interactions with both internal and external customers
- Work closely with the wider Customer Accounts team to identify new ways of working, and participate in cross skilling where tasks are not bound by segregation of duties
- Support in adhoc administrative tasks during peak periods
- Support in the retention and destruction of information in line with company GDPR policy
- Seek opportunities within the day-to-day role to review processes and make recommendations for improvement

**What We're Looking for in You**
- Experience of facilities management or working in an operations environment
- Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability
- Self-sufficient and able to prioritise and carry out tasks with minimum supervision
- Management of a diverse workload and the ability to deal with conflicting and changing demands
- Team orientated and able to work collaboratively with other colleagues to deliver results

**What You'll Get in Return**
- An annual bonus so you can share in the company's success
- 25 days' paid holiday
- Pension - based on how much you save, we'll contribute 1% more
- Flexible working opportunities
- Shared Parental Leave - 18 weeks full pay
- Other benefits include, ShareSave, Bike to Work, Charity Match, amazing discounts and more

**About Unite Students**

Founded in 1991, Unite Students is a FTSE 100 business and the UK's leading provider of purpose-built student accommodation. You can find us in 25 leading university towns and cities, with 74,000 students calling US home We are driven by our values, culture, and a commitment to develop diverse and inclusive teams, filled with positive energy and new ideas.

**Instinctive inclusion.** We know that to create and maintain a happy healthy organisation, we have to work hard to ensure inclusion isn't just what we do but who we are.

**People make Unite Students. **Employees, students and neighbours all contribute to building environments where we can all thrive.

**Room for Everyone**

We're proud to be an employer that **embr

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