Department: Facilities
Job Title: Facilities Assistant
Reporting to: Facilities Manager
Location: Berners Street, London (onsite)
BACKGROUND
Wise Music Group is one of the World’s leading music publishers, owning and managing over 400,000 popular and classical music copyrights. The Group is privately owned by one family over several generations, and the UK Head Office is situated in London, in the West End.
CORE RESPONSIBILITIES:
The Facilities Assistant is a new and varied role supporting the operations of the building, for all building users; including, Wise Music staff, contractors, guests and other Tenants of the building. Working Monday to Friday, 12:00 to 20:00, this role involves reception and office junior tasks, alongside ad hoc janitorial and maintenance tasks.
One of the key responsibilities will be to provide daily lunch time cover for the receptionist and provide reception cover in the evenings.
The role also carries out office porterage as needed, including furniture moves, taking deliveries, ensuring office supplies are regularly checked and replenished.
As a member of the Facilities Team, the Facilities Assistant will be expected to work across all roles in this department and provide cover for holidays and absences. This will require altering the normal working hours to 9:00-17:00, for several weeks of the year. Whilst covering different roles, the Facilities Assistant will be expected to provide a full reception service, or open the building ready for the day, as required.
TASKS & RESPONSIBILITIES:
Office Duties
* Receiving and sorting deliveries, including storing items safely
* Monitoring and replenishing levels of stock in kitchens
* Setting meeting rooms and keeping them presentable
* Occasionally taking and collecting deliveries externally
Health and Safety and Security
* Key holder position, closing and locking the building
* Responding to security concerns
* First Aider and Fire Marshal (training provided)
* Provide a safe building environment for staff, contractors and tenants, especially in the evening when you may be the only Wise Music member of staff on site
Janitorial Duties
* Spot checking building, internal and external, and dealing with any immediate issues
* Liaising with the night-time cleaning team, passing on any requests and ensuring standards are kept high
* Specific daily checks to all kitchens, toilets, showers and meeting rooms to maintain a high level of cleanliness
* Jet washing external areas and roof terraces
Reception Duties
* Answering and directing phone calls to the appropriate person or department
* Greeting and welcoming visitors on arrival
* Providing access passes, wi-fi passwords
* Replying to emails (when covering a full day)
Maintenance
* Light touch maintenance (replacing light bulbs, paint touch ups, etc)
* React to general maintenance requests from staff and tenants
* Follow and update maintenance tracker
* Assist the Facilities Manager with larger maintenance and building projects
* Help oversee air con and other plant equipment in the evening to ensure efficient operation
Experience
* Previous office and or facilities experience, with a keen understanding in Health and Safety
Skills and Abilities
* Excellent communication and interpersonal skills with the ability to communicate well with people of all levels
* Ability to perform physical tasks including lifting heavy objects and moving heavy boxes
* IT literate, including working knowledge of Microsoft Office
* Ability to work collaboratively as part of a small team and independently without a great deal of supervision
1. Personal Qualities
* Flexible, organised and self-motivated, with effective time management
* Posses a strong work ethic and positive can do attitude
* Friendly, helpful and well presented
Availability
Usual working hours will be Monday – Friday 12:00 to 20:00, however the ideal candidate will require a high level of adaptability when it comes to working hours as outlined above.