Facilities Administrative Assistant

2 weeks ago

London, United Kingdom Charles Russell Speechlys Full time

Role and Responsibilities (this is a broad but not exhaustive list)
- Support and assist the Facilities Helpdesk and Accounts Manager, Senior Facilities manager and the London Facilities Helpdesk service
- Daily up-keep and maintenance of the Facilities Helpdesk inbox and associated folder/filing systems
- The main contact for London staff regarding faults, failures, spills leaks etc and co-ordinate the right resources to fix and resolve issues.
- Liaise with various contractors and suppliers including: Travel insurance brokers, building management, cleaning,

**M&E and all other FM related service providers/subcontractors.**
- When required liaise with other FM support areas.
- Daily communication with on-site M&E engineer & other sub-contractors
- Daily use of working on different systems: BMS, Access door system, M&E portal
- Manage internal spreadsheets for staff use of facilities such as lockers, parking & occupancy and desk usage
- Ordering of office supplies such as desk equipment, access passes, stationery and general office supplies. Iiasing with associated suppliers
- Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed.
- Maintain and oversee the new joiner and leaver process
- Creating and ordering business cards
- Provide Office tours to new joiners
- Processing invoices, creating PO’s and credit card expenses using the firm’s account management software.
- Involvement in projects, CSR initiatives, and collaborating with other teams & offices within the firm to ensure FM links with larger projects, events and promotions are fulfilled.
- Updating of the Facilities Intranet Pages, Out of hours guide, Helpdesk guide and useful contacts list and other documents
- Ensure local security measures are in-line with policies and guidelines.

**Office moves**
- Assist the Senior Facilities Manager and Facilities Helpdesk and Accounts Manager with internal office moves and associated communications.

**Health and Safety**
- Work with H&S representatives to ensure that all work areas are adhering to the best housekeeping standards.
- Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are adhered to on all floors.

**Qualifications and Experience**
- Experience in a professional services environment is desirable
- Good systems knowledge with a good knowledge of of Microsoft Word, Excel and PowerPoint

**Person Specification**
- Reliable, enthusiastic and responsive team player with a passion for helping staff and visitors in using the office’s facilities.
- Common sense approach
- Able to communicate, influence and educate staff on best practice use of its facilities
- Solid organisational, administrative and planning skills with the ability to prioritise and multi-task.
- A flexible approach with regard to daily tasks and working hours

**Competencies**
- Planning and organising
- Attention to detail
- Communication
- Team work
- Delivering results

Location

London

Category

Contract type

Permanent - Full Time

Salary

Competitive

Working hours

Full Time

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