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Facilities Coordinator

1 month ago

London, Greater London, United Kingdom Turner & Townsend Full time

About the Role

The Facilities Assistant will be part of a small in-house Facilities team delivering a first-class FM service through in-house staff and contractors, across hard and soft services in our flagship office in Central London.

This is a full-time, customer-facing, office-based role, reporting to the Facilities Manager.

Daily manual handling tasks are an important part of this job.

Working hours are from 7:30 am to 16:00.

Key Responsibilities

Mailroom

  • Manage incoming and outgoing post and deliveries. This includes collecting mail and deliveries from the post room, recording deliveries, notifying recipients, distributing/storing deliveries, matching against orders.
  • Support outgoing mail/special deliveries.
  • Monitor the franking machine, respond to faults, and order supplies as and when necessary.
  • Book in deliveries with the Control room and collect them from the Loading Bay/Good Lift Lobby.

Printers, Stationery, and Office Supplies

  • Monitor the printers, respond to all printer faults, arrange for repairs when necessary.
  • Monitor the stationery levels in copy rooms to ensure they are fully stocked at all times.
  • Manage stationery, printer, and office supplies orders, check and process relevant invoices.

Storerooms

  • Manage the basement and 2nd floor storerooms.
  • Maintain relevant stock records.
  • Ensure good housekeeping practices.
  • Provide access for deliveries and collection from storerooms.

Access and Security

  • Escort contractors around in our demise as and when required.
  • Prepare and manage contractors' access passes and contractors' attendance log.
  • Manage key sign-out procedure to contractors.
  • Help to create and manage access passes for office staff.

Events

  • Manage room set-ups with correct furniture layout for meetings and social events.
  • Set up the food and drinks provision in the cafeteria for events.

General

  • Regular walk-arounds and checks in the office, escalate noted issues.
  • Assist the Facilities Manager and team with all reactive jobs.
  • Respond to FM tickets raised on the internal helpdesk system in a timely fashion.
  • General portering duties.
  • Fire Marshall.
  • First Aider.

Qualifications and Skills

  • Previous work experience in a similar role in a corporate environment.
  • Good IT skills and competent with Microsoft Office.
  • Excellent communication and interpersonal skills.
  • Passion to deliver great customer service.
  • Strong organisational skills with excellent attention to detail.
  • A supportive team player.
  • Calm under pressure.
  • Punctual and reliable.

Preferred Qualifications

  • First Aid and Fire Marshall trained.

Additional Information

SOX control responsibilities may be part of this role, which are to be adhered to where applicable.