Facilities Administrative Assistant - London, United Kingdom - Charles Russell Speechlys

Charles Russell Speechlys

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

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

Support and assist the Facilities Helpdesk and Accounts Manager, Senior Facilities manager and the London Facilities Helpdesk service
Daily upkeep and maintenance of the Facilities Helpdesk inbox and associated folder/filing systems
The main contact for London staff regarding faults, failures, spills leaks etc and coordinate the right resources to fix and resolve issues.
Liaise with various contractors and suppliers including: Travel insurance brokers, building management, cleaning,

M&E and all other FM related service providers/subcontractors.

When required liaise with other FM support areas.
Daily communication with onsite M&E engineer & other subcontractors
Daily use of working on different systems: BMS, Access door system, 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, access passes, stationery and general office supplies. Iiasing with associated suppliers
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
Processing invoices, creating PO's and credit card expenses using the firm's account management software.
Involvement in projects, CSR 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 local security measures are inline with policies and guidelines.

Office moves

Assist the Senior Facilities Manager and Facilities Helpdesk and Accounts Manager with internal office moves and associated communications.

Health and Safety

Work with H&S representatives to ensure that all work areas are adhering to the best housekeeping standards.
Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are adhered to on all floors.

Qualifications 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 helping staff and visitors in using the office's facilities.
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 multitask.
A flexible approach with regard to daily tasks and working hours

Competencies