The Vacancy
We currently have an exciting opportunity to join our facilities team as a Front of House & Facilities Assistant on a full-time onsite basis in our Birmingham office. The shift pattern is Monday- Friday 9am-5pm.
What will your role look like?
You’ll act as the first point of contact, providing professional reception services including greeting clients and staff, managing calls via Microsoft Teams, and coordinating visitor sign-in as well as supporting the office manager with facilities and general tasks related to the day to day running of the Birmingham office. This is a diverse and exciting role that combines front of house and facilities support.
Though this is a varied role, your key tasks will include:
1. Answer calls politely, quickly, and efficiently.
2. Meet and greet all Hymans Robertson clients/visitors and staff in a professional manner.
3. Maintain the meeting room diary.
4. Record and handle all incoming and outgoing couriers.
5. Ensure all meeting rooms and reception area is kept to a high standard.
6. Monitor meeting rooms i.e. setting up and clearing rooms for lunches, meetings and events – to include the breaking down of meeting tables, movement and re-setting of tables. This process is strenuous.
7. Distribution of external and internal mail.
8. Ensuring external post is sent by most appropriate method.
9. Monitoring and ordering stationery.
10. Managing delivery of all goods.
11. Ordering and delivering records from offsite storage facility.
12. Ensure the tidiness of the general office environment.
13. Adhere to the Firm’s Information Security standards, policies, and procedures.
14. Responsibility for filing and archiving, keeping filing cabinets tidy and ensuring all filing is kept up to date. Archiving retrieval and return using on-line portal.
15. Invoicing
16. H&S inductions, new starter set ups.
17. Workstation Assessments.
18. Other ad hoc facilities and general support to the office manager
To enjoy and succeed in this role, you will have:
19. The ability to communicate at all levels.
20. A polite and friendly manner.
21. Strong efficiency and punctuality.
22. Excellent team working skills with the ability to work on own initiative.
23. Experience of working a switchboard would be an advantage.
24. A working knowledge of Microsoft Office and Microsoft Excel.
25. Excellent organisational and prioritising skills.
26. Flexible approach to work.
27. Proactive and self-motivated.
28. Professional approach in all work activities and client dealings.
In addition to a competitive salary and access to our profit share scheme, we offer:
29. A flexible selection of employee benefits, so you can choose a package that best matches your lifestyle and needs.
30. A collaborative and encouraging work environment where your thinking and ideas are encouraged.
31. On site mental health and wellbeing assistance.
32. A commitment to helping you develop both personally and professionally, with mentoring opportunities and access to our award-winning learning portal, Aspire.
33. Regular social activities, in addition to three days paid volunteering leave each year and a day’s leave to celebrate your birthday.
Please note, we recruit on a rolling basis so early applications are recommended to avoid disappointment.