My client, a leading Law Firm, is looking to hire a facilities assistant to join their busy facilities team.
Key Responsibilities:
1. 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 are 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 following 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.
2. Skills:
3. 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 focused 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.
4. 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.
5. Knowledge/Technical/General Skills: Good knowledge of Microsoft and other commonly used software. Effective and professional telephone manner. Client service-oriented approach. Able to work either on own initiative or as part of a 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!
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