Facilities and Finance Assistant - London, United Kingdom - Eastside Educational Trust

Description

This role will play a key part in supporting the CEO and General Manager in all aspects of the management and development of Eastside's Shoreditch building, delivering excellent service and support to the Eastside team, our co-located desk hire companies and the third party space bookers.

This role is diverse and challenging, calling on practical, administrative, financial and sales skills and would suit somebody looking for part-time work that is not only varied and interesting but also offers potential for skills development and growth.

You will be happy to undertake practical tasks to ensure the smooth running of our spaces, work skillfully to manage Eastside's databases, be keen to develop your financial management and book-keeping skills, and deliver excellent customer service.

You will be the face of Eastside's HQ, being the first point of contact for all enquiries coming into the Eastside's programme team as well as third party hirers.

You will ensure that the building is ready and set-up for trading each day, ordering supplies as required and maintaining excellent standards of housekeeping, liaising with our cleaners.

You will manage internal and external enquiries for space bookings; issue invoices payable to customers; assist with the development of the hires offer to drive revenue growth and provide first class service to our co-located companies and space hirers, including managing refreshment and equipment provision.

You will support the management of the supplies and maintenance budget and prepare all supplier invoices for payment by the CEO.

You will join a small, friendly and dedicated core Eastside team of 7 staff.

Reports to:
CEO / Artistic Director

Key relationships with:
General Manager, Eastside's programme teams, desk hirers, third party referral sites


Main duties

• Facilities management: _

- open up and set-up building at 8.30am each day including actioning building checklist
- manage hires in the space including room set-up, answering the door and refreshment provision
- assist Eastside programme team with set-up of rooms for project sessions or training
- manage ongoing provision of teas and coffees to desk hirers
- action requests for internal meeting room bookings
- reply to correspondence and queries from co-located desk hire companies
- manage the stocks of refreshments and cleaning products
- maintain high standards of housekeeping through liaison with office cleaners
- answer phone calls, either dealing with the enquiry or passing onto the appropriate team member
- receive visitors and deliveries to the building
- purchase equipment and refreshment supplies for the office/team

• Room hire and desk leasing management: _

- manage the allocation of duty management shifts
- keep listings of hire spaces up to date, research and post listings on new sites
- develop contacts with local business to promote the spaces
- develop the use of building through third party hires and best occupancy of desks available for leasing

• Financial management:_

- issue invoice reminders to third party hirers
- create monthly invoices to co-located desk hire companies
- manage petty cash including monthly reconciliation
- input all purchase invoices on Xero (training given) and prepare invoices for payment by CEO
- track spending against budget on all controllable lines Additional administrative support:

• manage the general company inboxes, replying or forwarding as appropriate

- additional ad-hoc financial management support
- supporting school and partner database uploads and refreshes Person specification Knowledge & experience:

• minimum 2 years experience of working in facilities/finance administration or management

- good understanding of health & safety procedures
- experience of working in a customer facing role Skills & abilities:

• excellent communication skills both written and verbal

- highly proficient in the use of Microsoft Office, particularly Excel
- a practical approach to problem solving
- excellent focus and attention to detail
- financial management/book-keeping skills (preferred not essential)

• Familiar with accounting software (Xero) desirable
• Familiar with Salesforce desirable but not essential Qualities & behaviours:
• friendly, positive and helpful demeanour

- clear and confident communicator
- methodical and measured approach to work
- calm under pressure


Hours, pay and benefits

Salary:
£12ph - £24,968 FTE pro rata

Shifts: 4 hour working day between 8.30am and 12.30pm Monday to Friday, with occasional afternoon, weekend and evening additional shifts available dependent on availability

Location:
Eastside's office on Hackney Road, E2 7NX

Probation:
three months Notice: one week during probation, 6 weeks thereafter

Holiday: 20 days per annum, plus bank holidays and two additional weeks during the Christmas period when the office is closed

Pension:
you will be enrolled in Eastside's pension scheme on successful completion of proba