Facilities Assistant

3 weeks ago

London, United Kingdom Bidvest Noonan Full time

**About The Role**:
Reporting to the Facilities Manager, the Facilities Assistant is to provide Facilities Services and general assistance, including but not limited to Guest Services, Hospitality, and Post Room, printing, photocopying, binding, and archiving services in order to support the smooth running of the office.

As a Facilities Assistant, you will be expected to be intuitive in your service approach and able to communicate effectively with internal and external clients adding value to the role and the business with innovative ideas and initiatives. The success of the role relies on building strong relationships with the occupiers, their visitors and other internal stakeholders, tenants and contractors.

The role also requires you to work together with other service providers on site embracing a one team approach. In this role you are expected to use your own initiative to continuously improve the service delivery to ensure the highest levels of customer service are achieved. You would be expected to create a culture of excellence that delivers a world class service for our clients and supports the building vision and values.

**Client Service (Main Duties & Responsibilities)**
- Assisting in the organization of company events and conferences
- Deal with complaints and queries
- Supervise and monitor the work of facilities staff
- Processing invoices and managing office budgets
- Review/input credit card expense information
- Organize office operations and procedures
- Address employees queries regarding office management issues (e.g. stationery, booking arrangements)
- Liaise with facility management contractors, including cleaning, catering and security services
- Assisting facilities manager with maintenance issues
- Monitoring the incoming queries and requests on the company helpdesk
- Providing Post Room and Porterage services including the delivery and collection of all mail, including priority mail, arranging couriers and taxi services.
- Delivery and removal of crates, boxes, parcels and other goods delivered, the collection and delivery of the Companies Archiving requirements in accordance with manual handling good practices
- Checking stationary supplies and ordering new stock, oversee all print hubs have sufficient paper stocks, stationary and replenishing accordingly
- In-house colour printing/copying and binding
- Assisting in the organization of company events and conferences
- Liaise with facility management contractors, including cleaning, catering and security services
- Processing invoices and managing office budgets
- Oversee the collection and on site destruction of confidential shredding, ensuring all certificates are filed in a timely manner
- Providing cover for Front of House, greeting clients and booking meeting rooms which may include providing teas, coffees and other refreshments when required
- Maintaining the Accident Book
- Carry out a range of other facilities Duties within an office environment as reasonably instructed by the Head of Facilities
- Keep a track of the catering forms submitted
- Keep a track of the invoices, and the hospitality tracker
- Occasionally document printing, scanning and binding
- Report IT or senior facilities of any issues or equipment malfunction and/or damage
- Maintain high standard of service and constant professionalism in front of colleagues, visitors and contractors at all times
- Document archiving, maintain the records in the portal and spreadsheets
- Document recall from the storage/ transferring documents back to storage

**Team engagement**
- To co-operate with all team members and undertake duties as requested to ensure an efficient and effective service is delivered at all times.
- To co-operate with instructions provided by the client
- To treat your team members at location as you would expect to be treated.
- To be a key player within the Acuity community.
- Devise, implement and review in a timely manner, all SOPs pertaining to the site (this includes the reception manual which should be reviewed and if required updated, on a monthly basis).
- Train Support team members on site according to the Standard Operating Procedures and ensuring continuously developing skills and training for each member of the Acuity team (Support or Static).
- Be an approachable, visible role model for both existing personnel and new hires of Acuity.
- Act as an advocate/brand ambassador for Acuity and The Client.
- To create a culture where all are inspired to give open honest direct feedback for the improvement of all aspects of the business. **Visitor Experience**
- Greet clients and visitors, to the highest standards
- Coordinate meeting room reservations, transport and courier bookings
- Requesting access for new joiners and keeping track of passes being issued
- Answering telephone calls with the specified response time and manners
- Assisting the catering team during the events.

**Innovation and technology**
- Continuously suggest service

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