Job Purpose:
The role supports the Facilities Services & Post Room Manager in delivering efficient, high‑quality operational services across the head office and the Group’s regional locations. Key responsibilities include managing incoming and electronic mail, preparing client meeting rooms, maintaining service records, responding to internal Facilities requests, and liaising with Royal Mail and other service providers to resolve issues. The role also administers the Group’s purchase‑to‑pay (P2P) system to support the procurement of office supplies and services.
Key Responsibilities:
Mail & Service Operations
1. Ensure all incoming mail is processed and electronically distributed within agreed timelines and compliance standards.
2. Maintain accurate daily service logs and spreadsheets.
3. Monitor shared mailboxes, ensuring timely responses and appropriate email tracking (highlighting, assigning, completing, filing).
4. Prepare monthly expenditure reports for the London and Chelmsford mailrooms for management review.
Facilities & Office Support
5. Assist with onboarding new starters through access control administration, ensuring security protocols are followed.
6. Support the Facilities Services & Post Room Manager with regional office postal redirections, equipment quotations, and arrangements for office moves or closures.
7. Compile and maintain weekly personnel and duty rotas to ensure appropriate coverage.
8. Participate in weekly service meetings to confirm meeting room setup requirements.
9. Maintain consistent cable management standards in meeting rooms and ensure team compliance.
10. Handle porterage of goods, furniture, and equipment within the office.
11. Act as a primary onsite contact for the Facilities team in the London office, providing guidance and support as required.
12. Collaborate with the wider Facilities team to resolve local and regional queries effectively.
Procurement & P2P Administration
13. Work with the P2P team to raise, manage, and receipt purchase orders for suppliers and goods.
14. Support the administration of the purchase‑to‑pay system to ensure accurate procurement processes.
General
15. Undertake any other reasonable duties as required to support the smooth running of Facilities Services.
Experience:
16. Previous experience in a team leadership or supervisory role.
17. Experience working with postal, courier, and online booking platforms.
18. Knowledge of access control administration.
Knowledge & Skills:
19. Experience in a corporate post room and/or facilities services environment.
20. Health & Safety knowledge (desirable).
21. Strong customer‑service mindset with a proactive “How can we help?” approach.
22. Excellent organisational and analytical skills, with the ability to maintain accurate information systems.
23. Ability to prioritise tasks, use initiative, allocate resources effectively, and perform well under pressure.
24. Collaborative working style, able to build strong relationships with colleagues and external providers at all levels.
25. Strong verbal and written communication skills.
26. Proficiency in Microsoft Office, particularly Excel, with the ability to create tools and systems that enhance service delivery.
27. Flexible approach, with the ability to work different shift patterns when required.
28. Comfortable reconciling invoices and managing related administrative tasks.