Senior Facilities Assistant

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  • Job Reference: 1365
  • Job Title: Senior Facilities Assistant
  • Location: City of London
  • Basic Salary Range: Up to £26,000 plus package
  • Job Type: Permanent
  • Posted 4 years ago
  • This position has been filled

We have an exciting opportunity for a Senior Facilities Assistant to working directly for a highly successful financial services company. Overall, the position ensures the effective and efficient delivery of the department accountabilities, the primary duties are outlined below.

Responsibilities:

  • Liaise with external service partners and contractors on a regular basis, attend meetings and escalate grievances/issues to those relevant under time limitations
  • Attend meetings with building management and liaise on a daily basis as required
  • Assist in basic project planning for office moves, relocations, storage and archiving across EMEA region
  • Manage the EMEA lease schedule ensuring all details are up to date using Excel, and uploading documentation into the database (Lease Harbour) accordingly
  • Produce, manipulate and analyse complex reports using Excel, such as for room allocations (Condecco) and the client’s emergency messaging service (Everbridge)
  • Assist in the continual work required to retain ISO14001 (Environmental accreditation) and conducting internal audits for compliance ensuring acute attention to detail
  • Assist the Facilities Manager with report writing and in-depth executive summaries
  • Edit and produce draft internal communication to all staff as and when required.
  • Assist with maintaining the security pass system (Paxton), ensuring it is live and up to date at all times
  • Co-ordinate the Consulting Business Continuity Plan by liaison with the Facilities Manager for review by the ELT
  • Providing personal assistance to the Regional Director where required including diary management and invoice management.
  • Providing personal assistance to the Regional Director where required including diary management and invoice management.
  • Ongoing interface with IT, Reception, Catering, Cleaning, Maintenance, Security, and Post & Print Room teams
  • Additional ad hoc tasks as required at the discretion of management.
  • There is an expectation of intermittent physical labour to assist with office adjustments and relocations

Skills & Requirements:

  • Proven experience working in a similar role within a large organisation in a professional services environment
  • Intermediate to advanced knowledge of MS Office packages, particularly Excel
  • Experience working with multiple contractors and stakeholders
  • Exemplary time management, planning and organisation skills
  • Acute attention to detail
  • Expectation of intermittent physical labour to assist with office adjustment and moves
  • Customer centric mentality
  • A helpful and enthusiastic approach to the job
  • A willingness to learn and support the Facilities Manager to (in time) act as a backup
  • Ability to prioritise and manage a varied workload under pressure
  • Team player who can also work independently
  • Highly self-motivated with the initiative and resilience to tackle problems proactively
  • Confidence working with a number of demanding stakeholders
  • Ability to build and maintain strong working relationships quickly

This role offers a competitive and attractive rewards package, excellent training and development opportunities, a supportive and friendly environment and the opportunity to achieve your potential.

If this is something of interest please contact Lilly Yuill on 0207 118 4848 OR send your CV to cv@maxwellstephens.com