Facilities Administrative Assistant
Charles Russell Speechlys —London
- Full-time
- Hybrid work
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
10d
Facilities Assistant (Fixed Term Contract)
Corney & Barrow Ltd —London
- £28,000 - £30,000 a year
- Temporary
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
Quick apply
7d
Property Maintenance Assistant
MMG Properties Ltd —London
- £25,420 - £28,000 a year
- Full-time
- Customer service
- Maintenance
- Plumbing
Quick apply
11d
Facilities and Maintenance Assistant
The Wesley Hotel London Euston —London
- £14.80 - £16.00 an hour
- Weekend availability
- Maintenance
- Hotel
- Plumbing
- Employee discount
Quick apply
4d
Facilities Assistant- 6 Month FTC
CBRE —London
- Full-time
- Customer service
- English
- Guest services
Facilities Assistant Apprentice
the National Centre for Social Research —London
- £20,000 a year
- Monday to Friday
- Maintenance
- Microsoft Office
- IT
- Life insurance
Quick apply
7d
Receptionist & Facilities Coordinator
Mulberry —London
- Full-time
- Microsoft Powerpoint
- Microsoft Excel
- Microsoft Outlook
Quick apply
Receptionist & Facilities Coordinator
Clarivate —London
- Full-time
- Bilingual
- Hospitality
- Customer service
Maintenance Assistant
Priory —Rainham
- £13.45 an hour
- Part-time
- Plumbing
- Annual leave
- Referral programme
Quick apply
Facilities Assistant
OCS Group —Windsor
Quick apply
3d
Maintenance Assistant
LTA (Lawn Tennis Association) —Roehampton
- £14.80 an hour
- Weekend availability
- In-person
Quick apply
11d
Hotel Maintenance Assistant - Part Time
The Westbridge Hotel —London
- £14.45 an hour
- Schematics
- Maintenance
- English
Quick apply
8d
Maintenance Assistant
Leonard Cheshire —Crystal Palace
- £12.84 an hour
- Part-time
- Maintenance
- Plumbing
- Travel
- Employee assistance programme
- Employee discount
Quick apply
Weekend Facilities Assistant
Amey Ltd —Godstone
- £14.12 an hour
- Weekend availability
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
- Employee discount
Quick apply
Maintenance Assistant - Dean Street Townhouse, Central London
Soho House & Co. —London
- £17 an hour
- Hospitality
- Maintenance
- Hotel experience
- Employee discount
Quick apply
3d
Maintenance Assistant
LTA —London
- £14.80 an hour
Maintenance Assistant
Frasers Hospitality —London
- £29,827.20 a year
- Carpentry
- Hotel
- Team management
- Employee assistance programme
- Employee discount
Quick apply
Receptionist (13m FTC)
Formula 1 —Biggin Hill
- Part-time
- Microsoft Office
- Front desk
- Communication skills
- Store discount
- Annual leave
3d
Beauty & Fitness Assistant, The Savoy Hotel
FAIRMONT —London
- £31,793 a year
- Weekend availability
- Hospitality
- Customer service
- English
- Language training provided
- Employee assistance programme
Quick apply
Cleaning Assistant
ISS Facility Services —Luton
- £13.45 an hour
- Monday to Friday
- Customer service

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Facilities Administrative Assistant

Charles Russell Speechlys -
London

Apply Now

Job details

Permanent | Full-time
10 days ago

Qualifications

Microsoft Powerpoint
Microsoft Word
Microsoft Excel
Administrative experience

Full job description

Facilities Administrative Assistant

The Facilities Administrative Assistant plays a key role in supporting the day-to-day operations of the London office, Helpdesk enquiries, administration, supplies and assisting with logging of M&E jobs. Also, assisting the Facilities Manager on a range of projects and working with the wider team.

This role is based 5 days in the office.

Roles and Responsibilities (this is a broad but not exhaustive list)

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

For a detailed specification please download the job description in the documents section of this page.

Clicking 'apply' will direct you to the application tracking system, hosted for us by Reach-ATS.com.

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At a glance

Location

London

Documents

Job Description

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