Facilities Assistant

My client, a leading Law Firm are looking to hire a facilities assistant to join their busy facilities team.

Key responsibilities

Office Support:

• Manage internal photos (security passes and professional photos). Includes liaising with Marketing, external photographer and fee earners.
• Assisting with coordinating meetings, booking meeting room facilities, arranging events.
• Set up meeting rooms to a high standard, moving equipment and furniture in preparation for meetings and seminars and setting up hospitality, including maintenance of the Nespresso machine.
• Checking supplies of coffee, tea and sugar, office paper stationery, meeting room consumables (i.e. snacks, coffee, crockery etc.) and after-hours snacks, re-order and replenish stocks.
• Ensure store and stock areas in post room, kitchen and corridor and kept clean and tidy.
• Check plants in office and report any issues to the Facilities Team Leader to escalate.
• Lunch bookings for client and internal training sessions.
• Finding out codes, matter numbers and cost centres (lunches/hospitality) on spreadsheet and consolidate with invoices to ensure all invoices are received and processed in a timely manner.
• Responsibility for incoming and outgoing post. Including Digital mail room, courier forms, producing labels, general correspondence and file management.
• Franking machine - maintaining supplies and credit.
• Operation of printers- including replacing toners and arranging recycling and logging and follow up on repairs/ maintenance.
• Reception duties, opening door and greeting visitors.
• Monthly checking and replenishing of First Aid Boxes/stock and inputting checklist on MS Teams.
• Fire marshal duties
• Ad-hoc duties as required by the business.
• Cover for Facilities Team Leader as and when required.

Skills

Interpersonal/communication skills:

• Enthusiastic, can-do and positive approach to tasks and situations, as well as requests for action outside normal scope of duties.
• Ability to take personal responsibility, ownership and behave responsibly.
• Good communication skills, both oral and written.
• Friendly, co-operative and approachable at all times.
• Remains calm and focus under pressure i.e. when faced with high volume workloads or difficult situations.
• Ability to build relationships
• Listens carefully and questions to make sure you have all the information you need to take action.
• Displays discretion when dealing with sensitive information.
• Demonstrate proactivity, initiative, confidence, attention to detail and willingness to do whatever it takes to ensure the team meets the needs of the clients.

Organisational skills:

• Ability to plan and manage own workload and multiple tasks and prioritise work calmly and effectively in a pressurised environment.
• Strong organisation and planning skills.

Knowledge/Technical/General Skills:

• Good knowledge of Microsoft and other commonly used software.
• Effective and professional telephone manner.
• Client service orientated approach.
• Able to work either on own initiative or part of team.
• Able to anticipate problems and develop solutions.
• Attentive to detail; sense and quality checking work and the work of others.
• Accountable and professional.
• Ability to develop self and others and be learning oriented, wanting to learn and seek improvement.
• Ability to display discretion when dealing with sensitive and confidential information.
• Willing to learn and understand different cultures as well as have the required patience to ensure good working relationships.

Apply today for immediate consideration!