The Role
The Senior Facilities Assistant encompasses all responsibilities of a Facilities Assistant, with additional duties reflecting a higher level of experience and support provided to the organisation and Facilities Manager. SFAs play a critical role in managing more complex tasks and mentoring team members.
What you will do
* Represent and uphold FDJ United values in all interactions.
* Oversee the reception area and ensure excellent service to employees and visitors.
* Assist visitors with signing in and out.
* Handle incoming and outgoing mail and deliveries.
* Ensure the reception area and meeting rooms are tidy and presentable.
* Plan and conduct office tours for new hires.
* Ensure that you adhere to the Governance, Risk & Compliance (GRC) obligations for your role.
* Identify and raise any non-compliance incidents promptly to your line manager.
* Challenge processes, policies and projects that will negatively impact compliance within the Group.
* Complete all mandatory compliance training assigned to you.
* Reach out to the Compliance Team if unsure of any of your compliance obligations or the requirements are unclear.
Advanced Administrative Support
* Responsible for proper document management.
* Create and manage Purchase Orders.
* Record the weekly walkabouts findings.
* Responsible for Symmetry reporting.
* Responsible for email response and internal communication.
* Supporting the FM with contract management.
Facilities Management
* Manage the internal Jira system for facilities-related requests.
* Support the Facilities Manager with various tasks and projects.
* Maintain the FM knowledge base page.
* Provide mentorship and guidance to Facilities Assistants.
* Update the ISO compliance page.
* Conduct weekly facilities inspections.
* Provide substantial support to Facilities Managers in managing more complex tasks.
* Lead and participate in special projects as assigned.
* Act as a point of escalation for issues beyond the scope of Facilities Assistant.
* Act as a role model and teach new staff and team members.
Event and Meeting Preparations
* Plan and execute in-house and external events.
* Order food and beverages for meetings and events and assist with any associated paperwork tasks such as putting out menus, allergy information.
* Assist with meeting room setups and report any technical issues.
Physical Security
* Administer visitor management systems and report any issues.
* Administer Symmetry reporting.
* Create and manage ID cards for employees, consultants, and suppliers.
* Administer personal lockers list.
* Administrate the CCTV system upon need.
* Manage access cards and ensure security compliance.
Health & Safety
* Act as a fire marshal or first aider and other safety staff roles as assigned.
* Report and document any accidents or incidents.
* Maintain health and safety compliance and training.
* Conduct regular checks on first aid supplies and equipment.
Environmental Reporting
* Responsible for the carbon footprint reporting.
Communication
* Communicate office updates and info in our Intranet, per mail and on internal presentations.
* Update regularly internal comms platform page for the specific location.
Additional Responsibilities
* Conducting daily office cleanliness checks and ensuring maintenance issues are addressed.
* Handling semi-heavy lifting tasks.
* Conducting weekly facilities inspections such as PPM & Cleaning.
How you will be measured
* Acting in line with FDJ United values.
* Successful completion of all relevant training and other compliance activities that support FDJ United sustainable and responsible growth.
* The response time in the internal ticketing system queue.
Your experience
* Experience working in Facilities Management role or organisation previously.
* Experience working in a Reception and/or as an Office Assistant before.
* Previous experience from similar duties.
* Experience from working with service.
* Previous experience from working with events, planning and execution.
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