The Facilities Assistant plays a key role in supporting the day-to-day operations of the London office, including handling helpdesk enquiries, setting up meeting rooms, managing administration and supplies, logging M&E jobs, and assisting with internal moves. Also, assisting the Facilities Manager on a wide range of projects and working with the wider team.
Roles and Responsibilities (this is a broad but not exhaustive list)
• Support and assist the Facilities Manager and the London Facilities Helpdesk service.
• Respond, action and monitor all Facilities Helpdesk enquiries (email, Teams messages & calls) and assign tasks to the relevant departments.
• Setting up furniture and equipment configurations of all client meeting rooms and events.
• Daily up-keep 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 co-ordinate the right resources to fix and resolve issues.
• Drafting and completion of Facilities Helpdesk email communications.
• Liaise with various contractors and suppliers including: Access control, building management, cleaning, M&E and all other FM related service providers/subcontractors.
• When required liaise with other FM support areas.
• Daily communication with on-site M&E engineer & other sub-contractors.
• Daily use of working on different systems: BMS, Access system, CCTV and M&E portal.
• Manage internal spreadsheets for staff-use of facilities, such as task logs, lockers, parking, occupancy and desk usage.
• Ordering of office supplies such as desk equipment, access passes, stationery and general office supplies and Iiaising 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 the new joiner and leaver process.
• Creating and ordering business cards.
• Assist the Facilities Manager with internal office moves and associated communications.
• 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, firm 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 in-line with policies and guidelines.
• Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.
Qualifications and Experience
• Experience in a professional services environment is desirable.
• Coordinating and preparing meeting rooms for events and functions.
• Good systems knowledge with a good knowledge of Microsoft Word and Excel.
Person Specification
• Demonstrating a commitment to high standards and delivering exceptional internal client services.
• 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 multi-task.
• Trouble shooting skills and the ability to apply good judgement to situations as they arise.
• A flexible approach with regard to daily tasks and working hours.
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