Post & Facilities Assistant - Chelmsford, United Kingdom - Charles Stanley

Charles Stanley

Verified Company

Chelmsford, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

This is a varied role for an experienced Post Room executive with some Facilities Management knowledge.

You will need to be able to multitask and be proactive when dealing with issues both post and office related as well as monitoring hard and soft services and reporting issues.

Key Areas of Responsibility:

Onboarding of new starters, including access pass management and Fire evacuation walks
Liaising with Building management in all matters including their responsibilities with maintenance and servicing of the Charles Stanley space
Dealing with contractors visiting site, booking in with main Reception, accompanying them and explaining evacuation procedures
Main day to day contact for the Facilities Dept at the Head office in London in all matters dealing with the smooth running of the Chelmsford Branch
Proactive in developing new ideas and processes that will enhance the standard of services that we provide.
Deputise for Post Room Manager to ensure department runs as expected.
Completing monthly H&S checklist for office
Raising service desk calls for the office and updating progress until completion.
Sort, open, record & prepare incoming mail for scanning & quality checking following departmental scanning process and naming conventions for quick document retrieval if needed.
Copy and arrange regulated members of staff to certify applicable documents before scanning.
Prepare and record outbound all mail/DX/couriers.
Keep accurate daily log of incoming/outbound special and recorded delivery items.
Delivery of courier items and preparation of courier collections / dispatch, keeping electronic records to review against invoices.
Returned mail to be documented on Excel spreadsheets.
Administer internal database to look up letters without addressee names or account numbers.
Oversee equipment for the printing of client letters & documents in the correct format and selecting the required paper.
Support regional office requests for support with postal services and equipment.
Net2 Access control administration to create new/replacement security passes following departmental procedures.
Assist Post Room Manager to organise regional office postal service redirections, equipment quotations & installation, when required for office moves/closures.
Arrange the supply of office stationery in London & Chelmsford with daily review/stock up of shared stationery areas & printers, ordering additional stocks when needed.
Set up and breakdown of meeting rooms and furniture for meetings and events.
Porterage of goods & furniture around the office.
Gathering daily statistics for department activity levels for monthly departmental management reports.
Support facilities team in the daytoday delivery of facilities services across the business.

Knowledge and Skills:

Experience of working in a corporate post and/or facilities services delivery team.
Some experience in health and safety would be desirable.
Desirable experience of H&S.
A patient but persistent approach, prepared to chase down responses and information from both internal and external parties at all levels in a professional manner.
Excellent verbal & electronic customer service and communication skills.
Experienced and proficient on all Microsoft Office packages.
Able to be articulate and maintain a professional and diplomatic approach even under pressure.
A flexible approach able and willing to work different shift patterns.
Able to work as a member of a team and always prepared to identify and put forward service improvements.