Facilities Assistant

4 weeks ago

Newcastle upon Tyne, United Kingdom Clifford Chance Full time

Job Description

To provide the highest levels of client care and service to office visitors and employees, in line with service level agreements and set policies and procedures.

You will work directly with the Office Manager, Assistant Manager, and the Admin Team to provide a range of services to users of the Newcastle Office.

**Key responsibilities**
- To provide an exceptional welcome to customers to the building (meet and greet) including providing an induction to the building upon request.
- To ensure the smooth running of day-to-day operations on the floor
- To adhere to company procedures and policies, uphold the vision and values of the firm in all actions and behaviours.
- To ensure all equipment/technology is in working order and report when required.
- To ensure a safe working environment for all floor occupants
- To resolve any logístical issues and escalate to appropriate persons.
- To complete floor walks and audits to ensure tidiness including ad hoc spot cleaning when required.
- To maintain the locker and storage audits and escalate any issues to the Office Manager
- To attend training courses as and when necessary
- To ensure compliance with Health and Safety providing a safe working environment
- To be a Fire Warden and First Aider, ensuring attendance on relevant training
- To undertake any reasonable requests as and when required from Managers onsite.
- Manual handling of items/equipment such as in relation to meeting rooms/town hall set up and on receipt of deliveries to the office in line with the training provided.

**Working Environment & Client care**
- Ensure all areas of responsibility such as meeting rooms, offices, phone booths, desks and collaboration areas are always presentable & to standard, as per the check sheets and report any issues.
- Meet and greet all clients/visitors the office and offer refreshments in the reception area if guests are waiting and ensure you keep them updated on their host’s arrival.
- Check that all meeting rooms and the town hall area are set up correctly according to the specification.
- Assist the setup of Audio-Visual (AV) equipment to internal meeting rooms - Screens, Controllers, Audio Conference, Video conference, flip charts, presentation boards, food, and beverages etc.
- Proactively deal with enquiries and requests in a timely and professional manner
- Ensure that all maintenance/cleaning issues are reported to the Office Manager and logged on internal systems daily and followed up on the progress.
- Monitor cleanliness and standard of kitchen and tea point and liaise with the Admin team to restock consumables.
- Ensure that all printers are checked, and paper is restocked.
- Ensure that all cupboards are tidy, and all equipment is labelled and in its correct storage area.
- Monitor stationery supplies, requesting new stocks as per procedure and ensuring waste is minimised.
- Keep an accurate stock count of various consumables.
- Complete required administration tasks: daily, weekly & monthly checklists, forms, and online reports accurately and within the set timeframe and ensure that all information is filed.
- Know how issue passes and sign people into the building where required.
- Communicate any feedback to your Line Manager via the relevant reporting channels.
- Proactively identify opportunities and develop new ideas that will lead to improvements.
- Deal with any ad hoc duties as required.
- Assist with the supervision of Contractor visits.
- Maintain a strong awareness of business activity and communicate all updates to your team members.
- Coordinate visitor travel arrangements if required.

**Teamwork and Communication**
- Attend both individual and group training sessions as required.
- Work as part of the team, to ensure that all daily tasks are completed.
- Maintain a strong awareness of business activity and communicate all updates to fellow team members.
- Provide assistance and cover according to business needs e.g., lunch, annual leave, etc.
- Communicate effectively via various channels with peers and the management team, displaying accuracy and attention to detail both in verbal and written communication.

**Policies and Procedures**
- To comply always with Clifford Chance's policies and procedures
- To complete monthly First Aid and PPE boxes checks
- Always maintain confidentiality.
- Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment.

**How We Will Support You**

From your first day with us, you will have varied opportunities to continuously grow and develop your skills and knowledge. From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning.

External training will be provided where required and you will draw on the Newcastle FM team as well as the London/Global Facilities Team for their support and expertise where needed/requi

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