Overall Summary: This office-based role involves taking ownership of the Facilities Management function for the office, ensuring a safe and well-maintained environment for staff, clients, and contractors, in alignment with Health & Safety standards.
Responsibilities:
1. Manage daily facilities contracts, including cleaning, maintenance, and waste management.
2. Ensure service level agreements are met and work is carried out to standard.
3. Coordinate with contractors and suppliers, sign off on work sheets and delivery notes, and maintain records.
4. Address issues or requests, escalating to your line manager when necessary.
5. Respond to Facilities and Health & Safety issues via the helpdesk.
6. Delegate tasks to team members or escalate issues as needed.
7. Maintain a professional and tidy office environment.
8. Conduct GDPR and Security compliance checks.
9. Coordinate projects like internal moves, refurbishments, and facilities meetings.
10. Manage office services such as mailroom, stationery, documentation, catering, and refreshments.
11. Communicate professionally with internal and external clients.
12. Provide general administrative support as required.
Health and Safety:
1. Manage the online Health and Safety portal.
2. Ensure compliance with legislation and company policies, maintaining documentation.
3. Conduct workplace inspections for hazards.
4. Maintain Fire Marshalls and First Aiders lists, coordinate training, and attend drills.
5. Investigate accidents and near misses, and report serious issues.
6. Assist with DSE assessments and adjustments.
7. Provide Health & Safety inductions for new starters.
Finance:
1. Verify invoices and ensure receipt of goods/services before approval.
2. Raise purchase orders and manage expenditure.
3. Procure cost-effective services.
Business Continuity and Disaster Recovery:
1. Participate in planning and be a contact for out-of-hours emergencies.
Regulatory Responsibilities & Compliance:
1. Understand relevant regulatory frameworks and practice effective risk management.
2. Provide high customer service levels.
3. Attend relevant training (e.g., Fire Warden, First Aid, DSE Assessment).
4. Possess IT skills in Word, Excel, Outlook, and Office Suites.
5. Communicate effectively both written and verbally.
6. Manage time and diaries efficiently.
At TrinityBridge, we value diversity and encourage applications from all backgrounds, even if you don't meet every requirement. We offer flexible work options and are committed to accessible recruitment processes.
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