Facilities Assistant – Ref 769

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  • Job Reference: 769
  • Job Title: Facilities Assistant – Ref 769
  • Location: City of London
  • Basic Salary Range: £27,000 + Corporate Package
  • Job Type: Full Time
  • Posted 7 years ago
  • This position has been filled

To act as the Facilities Assistant for the London office of our client, whom are a financial services organisation, comprising of some 700 staff occupying several floors in a skyscraper in the City of London.

The role itself will provide excellent support to ensure the efficient operation the facilities function on a daily basis, to deal with the day to day issues at the London office and to support the Facilities Coordinator.

Principal Responsibilities & Duties:

Key Requirements

  • Full time role
  • Available as 24/7 emergency contact for office emergencies, weekend works

General Facilities

  • Liaise with contractors re office maintenance issues (e.g. lighting, air conditioning, cleaning etc.)
  • Arranging Photo ID’s for staff
  • Co-ordination with Facilities Coordinator on floor seating plans/requirements/desk moves
  • One of the primary telephone contacts for problems during office hours (acting as phone / email co-ordinator with relevant parties only)
  • Call out responsibilities for office machine faults e.g. Coffee machines
  • Zip Taps, water machines & vending machine / supplies
  • Supervision of contractors and manage deliveries
  • Ordering stationery and stock take
  • Regular housekeeping and cleaning checks
  • Manage archiving
  • Deal with office furniture issues
  • Oversee tea point daytime cleaning and restock
  • Oversee catering facilities
  • Invoicing/Requisitioning for supply expenses
  • Assistance in the management of the Reception & Concierge team as required
  • Support the plans/capabilities, including maintenance of data and documentation for this purpose
  • H&S
  • First aid duties
  • Carry out H&S inductions for new starters
  • General housekeeping
  • Act as Senior Fire Marshall in the absence of the Facilities Coordinator
  • Carry out DSE Assessments

Required Knowledge and Qualifications:

  • Some Facilities Management background, ideally within a City corporate environment
  • Excellent communication skills (verbal & written)
  • Good levels of common sense & an ability to respond quickly and effectively to enquiries
  • A great ability to multi-task whilst maintaining a calm & professional presence
  • Intermediate MS Word, Excel & Outlook are essential
  • Excellent telephone manner, proactive & forward thinking, reliable & mature attitude, strong work ethic & good sense of humour!
  • Able to handle customer issues/complaints professionally, efficiently and calmly but confident to “push back” if/when appropriate in a professional manner
  • Expected to be obtaining relevant FM certifications and qualifications
  • Microsoft Word/Outlook/Excel – Intermediate level.
  • Facilities Management experience
  • Ability to liaise with stakeholders at all levels.
  • Ability to communicate effectively over the telephone and face to face with all stakeholders.
  • Ability to multi-task with all Facilities responsibilities.
  • Develop a good and effective working relationship with the reception and facilities teams and with external suppliers/contractors