FACILITIES ASSISTANT
LONDON
£32,000 - £34,500
My client, a leading international law firm based in London, are seeking a Facilities Assistant to work as part of a diverse team in a busy and fast-moving environment covering a range of general business and facilities duties.
This is an office-based role located in the office five days per week.
RESPONSIBILITIES
- Meeting room set up, configuration, and reconfiguration of furniture, other equipment and room layouts for all meeting rooms and external events
- Proactively planning room and event set ups in advance using the room booking system, reviewing bookings in advance and system generated reports to anticipate requirements
- Liaising closely with the event organisers, concierge, AV, and catering teams to coordinate needs and ensure all room and event set-ups are delivered accurately, efficiently, and to a high standard.
- Support and assist the London Facilities Helpdesk service
- Respond to, action, and monitor all Facilities Helpdesk enquiries assigning tasks to relevant departments.
- Daily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log and associated folder/filing systems.
- Drafting and completion of Facilities Helpdesk email communications, intranet news items, and updates on building
- Liaise with various contractors and suppliers including building management, cleaning, M&E, and all other related service providers
- 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 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 and new joiner items.
- Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed.
- Oversee the use, ordering and authorisation of the stationery ordering system.
- Assigning invoices, creating PO’s and credit card expenses
- Involvement in projects, initiatives, and collaborating with other teams
- Ensure security measures are in-line with policies
- 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
- 2 years experience in a professional services environment (desirable)
- Good systems knowledge with a good knowledge of Microsoft Word, Excel and PowerPoint
- Reliable, enthusiastic, and responsive team player
- A flexible approach with regard to daily tasks and working hours.
Please apply today for immediate consideration!