Facilities Administrative Assistant

OverviewThe Facilities Administrative Assistant plays a key role in supporting the day-to-day operations of the London office, Helpdesk enquiries, administration, supplies and assisting with logging of M&E jobs. Also, assisting the Facilities Manager on a range of projects and working with the wider team.Roles and ResponsibilitiesSupport and assist the Facilities Manager and the London Facilities Helpdesk serviceRespond to, action, and monitor all Facilities Helpdesk enquiries (email, Teams messages, and calls), assigning tasks to relevant departmentDaily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log and associated folder/filing systemsThe main contact for London staff regarding faults, failures, spills leaks etc and co-ordinate the right resources to fix and resolve issuesDrafting and completion of Facilities Helpdesk email communications, intranet news items, and updates on building smart appLiaise with various contractors and suppliers including building management, cleaning, M&E, and all other FM related service providers/subcontractorsCollaborate with other FM support areas to ensure tasks are addressed promptly when requiredDaily communication with on-site M&E engineer & other sub-contractorsEnsure permits to work are in place for contractors, ensuring compliance with safety protocols and Helpdesk/H&S proceduresDaily use of working on different systems: Digital ID, Access control, BMS & M&E portalManage internal spreadsheets for staff use of facilities such as lockers, parking & occupancy and desk usageOrdering of office supplies such as desk equipment, stationery, new joiner itemsConduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completedMaintain and oversee the new joiner and leaver processCreating and ordering business cardsProvide Office tours to new joinersAt times oversee the use, ordering and authorisation of the stationery ordering systemAssigning invoices, creating PO’s and credit card expenses using the firm’s account management softwareInvolvement in projects, initiatives, and collaborating with other teams & offices within the firm to ensure FM links with larger projects, events and promotions are fulfilledUpdating of the Facilities Intranet Pages, Out of hours guide, Helpdesk guide and useful contacts list and other documentsEnsure security measures are in-line with policies and guidelinesCollaborate with H&S team to ensure that work areas are adhering to the good housekeeping standardsAct as floor Fire Warden and First Aider, ensuring that general H&S requirements are metSkills and experienceExperience in a professional services environment is desirableGood systems knowledge with a good knowledge of Microsoft Word, Excel and PowerPointPerson specificationReliable, enthusiastic, and responsive team player with a passion for assisting staff and visitors in using office facilitiesDemonstrates a common sense approachAble to communicate, influence and educate staff on best practice use of its facilitiesSolid organisational, administrative and planning skills with the ability to prioritise and multi-taskTrouble shooting skills and the ability to apply good judgement to situations as they ariseA flexible approach with regard to daily tasks and working hoursPlanning and organisingDelivering resultsPlanning and organisingCommunicationFor a detailed specification please download the job description in the documents section of this page.Clicking 'apply' will direct you to the application tracking system, hosted for us by Reach-ATS.com. #J-18808-Ljbffr