My client, a leading Law Firm are looking to hire a facilities assistant to join their busy facilities team.
Key responsibilities
Office Support:
- Manage internal photos (security passes and professional photos). Includes liaising with Marketing, external photographer and fee earners.
- Assisting with coordinating meetings, booking meeting room facilities, arranging events.
- Set up meeting rooms to a high standard, moving equipment and furniture in preparation for meetings and seminars and setting up hospitality, including maintenance of the Nespresso machine.
- Checking supplies of coffee, tea and sugar, office paper stationery, meeting room consumables (i.e. snacks, coffee, crockery etc.) and after-hours snacks, re-order and replenish stocks.
- Ensure store and stock areas in post room, kitchen and corridor and kept clean and tidy.
- Check plants in office and report any issues to the Facilities Team Leader to escalate.
- Lunch bookings for client and internal training sessions.
- Finding out codes, matter numbers and cost centres (lunches/hospitality) on spreadsheet and consolidate with invoices to ensure all invoices are received and processed in a timely manner.
- Responsibility for incoming and outgoing post. Including Digital mail room, courier forms, producing labels, general correspondence and file management.
- Franking machine – maintaining supplies and credit.
- Operation of printers– including replacing toners and arranging recycling and logging and follow up on repairs/ maintenance.
- Reception duties, opening door and greeting visitors.
- Monthly checking and replenishing of First Aid Boxes/stock and inputting checklist on MS Teams.
- Fire marshal duties
- Ad-hoc duties as required by the business.
- Cover for Facilities Team Leader as and when required.
Skills
Interpersonal/communication skills:
- Enthusiastic, can-do and positive approach to tasks and situations, as well as requests for action outside normal scope of duties.
- Ability to take personal responsibility, ownership and behave responsibly.
- Good communication skills, both oral and written.
- Friendly, co-operative and approachable at all times.
- Remains calm and focus under pressure i.e. when faced with high volume workloads or difficult situations.
- Ability to build relationships
- Listens carefully and questions to make sure you have all the information you need to take action.
- Displays discretion when dealing with sensitive information.
- Demonstrate proactivity, initiative, confidence, attention to detail and willingness to do whatever it takes to ensure the team meets the needs of the clients.
Organisational skills:
- Ability to plan and manage own workload and multiple tasks and prioritise work calmly and effectively in a pressurised environment.
- Strong organisation and planning skills.
Knowledge/Technical/General Skills:
- Good knowledge of Microsoft and other commonly used software.
- Effective and professional telephone manner.
- Client service orientated approach.
- Able to work either on own initiative or part of team.
- Able to anticipate problems and develop solutions.
- Attentive to detail; sense and quality checking work and the work of others.
- Accountable and professional.
- Ability to develop self and others and be learning oriented, wanting to learn and seek improvement.
- Ability to display discretion when dealing with sensitive and confidential information.
- Willing to learn and understand different cultures as well as have the required patience to ensure good working relationships.
Apply today for immediate consideration!
