Facilities Assistant

Job Summary/Goals

The Facilities Assistant reports to the Assistant Facilities Manager / Facilities Manager and is responsible for providing support to ensure facilities services are provided in an effective and efficient manner. Must also demonstrate a high level of security awareness at all times and have knowledge of emergency evacuation procedures and Health & Safety.

Essential Duties and Responsibilities

Include:
Customer Service
· Greet, assist and direct candidates/new hires/visitors and the general public to the appropriate staff member
· Receive, direct and relay telephone, email and other queries
· Administration of parking spaces for visitors, employees
· Arrange taxis for client staff and visitors are requested
· Book onsite meeting rooms and hospitality as per client requests and according to site procedures
· Liaise with site managing agent and site security.

HSE, Security & Quality
· Demonstrate permanent high level of security awareness, knowledge of emergency evacuation procedures, procedures for visits from local authorities as well as general Health & Safety
· Issuing of ID and access badges for new hires/vendors/visitors and maintaining record of same.
· Monitor and maintain office and badge consumables in line within agreed stock levels.
· Maintain the security sign-in book
· Carry out site induction, for new starters, act as the first line of support for any concerns raised as a result of online DSE assessment.
· Understand & actively support Quality Management program

Site Operations
· Conduct daily meeting room and office checks as required by Facilities Manager
· Prepare & serve hot beverages, layout & clear away catering as required
· Manage all the requests on the Facilities helpdesk and liaise with service providers
· Handle/Assist with incoming and outgoing mail enquiries according to the existing procedures
· Assist in coordinating the repair and maintenance of office equipment and in the ordering in of office supplies.
· Keep accurate and update records of seating plan
· Ensure accurate and detailed hand over is planned & passed on (for tasks for
within responsibility), if absent from the business.

Additional Duties And Responsibilities

The above is not an exhaustive list of responsibilities, further additional duties may be required to be performed to support the Facilities Team Key Performance Measures

· Ability to meet above standard job requirements
· Ability to work within a team
· Ability to work on own initiative
· Ability to fit within the company culture
· Ability to adapt to a fast pace and demanding environment

Skills

The candidate must demonstrate the following skills:
· Problem solving
· Decision makings
· Excellent verbal & written communication
· Proficient with the use of Microsoft Office tools Competencies

The candidate must demonstrate the following personal attributes:
· Exemplary Customer focused
· Assertive
· Possess cultural awareness and sensitivity

Experience

Facilities experience desired Qualifications
Education: A good level of education to GCSE standard.
Good working knowledge of Outlook, Word and Excel is essential