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Facilities Assistant

3 months ago

Oxford, United Kingdom Mills & Reeve Full time
The role will report to the Facilities Manager and is responsible for the smooth operation of the facilities functions within the Oxford office. Main responsibilities
  • First point of contact for Facilities and Health & Safety issues within the office
  • First point of contact with building landlord/managing agents
  • Welcoming visitors to the firm in a polite and professional manner
  • Carry out daily building inspections and report any maintenance issues to the relevant person. Liaising with any contractors coming to site
  • Provide assistance to other Business Support Functions that are not based in this office (Finance, HR, IT or Marketing) as and when requested
  • Process all incoming and outgoing mail and arrange couriers
  • Undertake reprographic duties to the highest standard (i.e. photocopying and scanning post/documents/files, creating USB Data Sticks and collating/binding documents). Ensure MFD is in working order and fully stocked with paper and toner
  • Ensure the office equipment and furniture is usable and arrange repairs or replacement as necessary. Be aware of how to operate the office equipment correctly and know the procedures to follow in the event of faults or damage
  • Maintaining the meeting room diaries and coordinate catering requirements for client meetings, seminars, and mediations
  • Ensure equipment is available, set up correctly working prior to the start of meetings/seminars
  • Monitor and replenish kitchen and stationery supplies, ensuring stock levels are maintained
  • Records Management including boxing up files, recording file movements on archive database, dealing with archive requests, file audits and assisting the File & Deeds coordinator as appropriate
  • Ensure clear desk and security policy maintained and adhered to
  • Ensuring security procedures regarding access to the premises are adhered to at all times
  • Complete compliance audits as required and in a timely manner
  • Conduct new joiners facilities induction (office tour, fire evacuation, issue security passes etc)
  • Assist the Health & Safety Manager (Birmingham) in complying with all Health & Safety regulations
  • Complete relevant H&S training courses including First Aider and Fire Warden training
  • Completing courier forms and arranging these as directed
  • Managing Special Deliveries and proof of posting
  • Managing information that is saved in places such as data rooms and Sharefiles
The person To be successful in this role, it is likely that your background would include:
  • Experience in a similar role, such as an Administrative Assistant or Facilities
  • Front of house experience to include reception duties or a customer facing role
  • Experience of providing support across several areas to multiple people eg - diary management, arranging travel, organising small office events
  • Excellent knowledge of Microsoft Office systems; Outlook, Word, PowerPoint, Nitro and Sharefile
  • Experience of InterAction and finance systems, but not essential