Facilities Assistant

3 weeks ago


Bristol, United Kingdom Bevan Brittan Full time

Job Title
- Facilities Assistant
- Location
- Bristol
Description

The Facilities Assistant is a key position in providing excellent customer service experience to meet the expectations of all site stakeholders. You will be supporting the team to deliver hard and soft facilities service operations along with all associated administrative support for the aforementioned and Health, Safety, and Environment to Project Management in the Property & Facilities remit.

**MAIN DUTIES**
- Administration of the Facilities Mailbox to ensure that customer needs are addressed in a timely manner and the actions assigned to the correct resource within the facilities team and/or service partner and completed.
- Administration of the Homeworking Mailbox and the organising of deliveries/collections of homeworking equipment.
- Administration of the Starters & Leavers system to ensure Facilities supported items are provided and retrieved as required incl. access control cards, personal lockers etc.
- Administration of the Facilities Supplier Invoicing process ensuring invoices are registered, verified, approved by Head of Department or Facilities Manager and sent for processing via Finance in a timely and accurate manner.
- Administration of the Access Control System making agreed changes to access permissions as required in line with company policy.
- Be the department point of contact for reporting and organising of planned and reactive maintenance services as required, requesting support from vendors and issuing appropriate instructions including PO's where necessary.
- Support department contract management by inspecting works and contributing to meetings taking minutes relating to performance against contractor KPI's.
- Actively seek ways to constantly reduce costs while improving operational standards including supporting procurement activities when required.
- Assist in the implementation of industry best practice operations by supporting of continuous improvement of safety, environment, security, business continuity and quality standards of the business by conducting regular checks on department performance deliverables and providing administrative support to evidence compliance on reporting packages.
- Support the planning, implementation and monitoring of disaster recovery and business continuity plans. Following established escalation and incident reporting procedures.
- Adhere to Bevan Brittan's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies

**PERSON SPECIFICATION**

**Essential***:

- Self-motivated, confident & energetic
- Flexible - able to adapt to rapidly changing situations
- Goal-oriented - able to focus on meeting all performance targets
- Excellent written and verbal communication skills
- The ability to work independently, think laterally and have an enquiring mind
- Problem-solving skills - capacity to deal with ambiguity and solve complex problems effectively
- The ability to effectively deal with challenging situations
- A proactive & professional approach to customer service

**Desirable**:

- Previous experience working in a law firm
- Previous experience or knowledge of working in a facilities management environment with some knowledge of occupational health and safety requirements
- Understanding of basic technical aspects of Mechanical & Electrical systems, (BMS system) and other database reporting systems.



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