Facilities Assistant

FACILITIES ASSISTANT 

LONDON

£32,000 - £34,500

My client, a leading international law firm based in London, are seeking a Facilities Assistant to work as part of a diverse team in a busy and fast-moving environment covering a range of general business and facilities duties.  

This is an office-based role located in the office five days per week. 

RESPONSIBILITIES  

• Meeting room set up, configuration, and reconfiguration of furniture, other equipment and room layouts for all meeting rooms and external events
• Proactively planning room and event set ups in advance using the room booking system, reviewing bookings in advance and system generated reports to anticipate requirements
• Liaising closely with the event organisers, concierge, AV, and catering teams to coordinate needs and ensure all room and event set-ups are delivered accurately, efficiently, and to a high standard.
• Support and assist the London Facilities Helpdesk service   
• Respond to, action, and monitor all Facilities Helpdesk enquiries assigning tasks to relevant departments.
• Daily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log and associated folder/filing systems.
• Drafting and completion of Facilities Helpdesk email communications, intranet news items, and updates on building
• Liaise with various contractors and suppliers including building management, cleaning, M&E, and all other related service providers
• Daily communication with on-site M&E engineer & other sub-contractors
• Ensure permits to work are in place for contractors, ensuring compliance with safety protocols and H&S procedures.
• Daily use of working on different systems: Digital ID, Access control, BMS & M&E portal
• Manage internal spreadsheets for staff use of facilities such as lockers, parking & occupancy and desk usage  
• Ordering of office supplies such as desk equipment, stationery and new joiner items.   
• Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed.   
• Oversee the use, ordering and authorisation of the stationery ordering system.  
• Assigning invoices, creating PO’s and credit card expenses
• Involvement in projects, initiatives, and collaborating with other teams
• Ensure security measures are in-line with policies
• Collaborate with H&S team to ensure that work areas are adhering to the good housekeeping standards.
• Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are met.

SKILLS AND EXPERIENCE

• 2 years experience in a professional services environment (desirable)
• Good systems knowledge with a good knowledge of Microsoft Word, Excel and PowerPoint
• Reliable, enthusiastic, and responsive team player
• A flexible approach with regard to daily tasks and working hours.

Please apply today for immediate consideration!