Facilities Assistant Ref: 32182 Edinburgh
We are seeking a diligent and organised Facilities Assistant to join our team. In this role, you will play a crucial role in ensuring the smooth operation of our facilities and contributing to the overall success of our organisation.
As the Facilities Assistant, you will be responsible for assisting with a variety of tasks related to the maintenance and upkeep of our facilities. You will also be responsible for ensuring that our facilities are stocked with necessary supplies and equipment and coordinating with vendors and contractors as necessary.
Provide a highly professional and efficient Client Reception and Office Management support service.
Receive and welcome all visitors to reception creating a favourable impression of the company through provision of a professional and friendly initial contact to all visitors, staff and clients.
Ensure that provision is made to answer the telephone switchboard in a professional and timely manner.
Adhere to and work in line with the company security policy, e.g. registering all visitors & contractors onto Appspace visitor registration software.
Ensure that reception cover and day-to-day responsibilities continue during planned periods of leave and a detailed handover is provided during these times.
Ensure that the provision of stationery and office supplies, consumables and catering products are always available.
Sort and distribute incoming mail within and between offices, ensuring that outgoing mail/packages are prepared for courier collections, arranged as required.
Ensure that all reprographic machines remain in good working order, providing a consistent service and troubleshooting where required.
Proactively manage the cleaning provider and general office conditions to the highest standard within the office.
Initiate documented contractor / supplier / team meetings as required to maintain full commitment to service excellence.
Manage planned preventative and reactive maintenance with sub-contractors to ensure the service provided is in line with full statutory compliance.
Conduct and commit to timely and regular workplace and safety inspections in line with Macro Quality, Health, Safety and Environment requirements and maintain good housekeeping.
Contribute to First Aid, Security, and Fire safety requirements.
Regularly update the site operations file to ensure that all aspects of the Macro Facilities service are documented and current.
Work in line with the Client’s environmental policy and initiatives, leading by example.
Resolve any problems or complaints, handling all queries within the bounds of own knowledge and experience, but equally taking appropriate decisions about when to escalate issues upwards.
Fluent in English Language, both written and spoken.
Computer literate and able to use standard word processing and spread sheet software.
Familiarity with office network telephony systems.
Experience of working in a Facilities Management operation.
Previous experience of working in an outsourced contract environment.