Facilities Administrative Assistant

This role is based 5 days in the office.

Roles and Responsibilities

• Support and assist the Facilities Manager and the London Facilities Helpdesk service
• Respond to, action, and monitor all Facilities Helpdesk enquiries (email, Teams messages, and calls), assigning tasks to relevant departments
• Daily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log and associated folder/filing systems
• The main contact for London staff regarding faults, failures, spills leaks etc and coordinate the right resources to fix and resolve issues
• Drafting and completion of Facilities Helpdesk email communications, intranet news items, and updates on building smart app
• Liaise with various contractors and suppliers including building management, cleaning, M&E, and all other FM related service providers/subcontractors
• Collaborate with other FM support areas to ensure tasks are addressed promptly when required
• Daily communication with on-site M&E engineer & other sub-contractors
• Ensure permits to work are in place for contractors, ensuring compliance with safety protocols and Helpdesk/H&S procedures
• Daily use of working on different systems: Digital ID, Access control, BMS & 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, stationery, new joiner items
• 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
• At times oversee the use, ordering and authorisation of the stationery ordering system
• Assigning invoices, creating PO's and credit card expenses using the firm's account management software
• Involvement in projects, 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 security measures are in line with policies and guidelines
• Collaborate with H&S team to ensure that work areas are adhering to the good housekeeping standards
• Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are met

Skills and Experience

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

Person Specification

• Reliable, enthusiastic, and responsive team player with a passion for assisting staff and visitors in using office facilities
• Demonstrates a 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
• Trouble shooting skills and the ability to apply good judgement to situations as they arise
• A flexible approach with regard to daily tasks and working hours

Competencies

• Planning and organising
• Attention to detail
• Delivering results
• Planning and organising
• Team work
• Communication

Hybrid Working

Hybrid working - We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.