Facilities Assistant

Description:

Monday-Friday 5 days onsite
Location: Oxford, Full-time, Permanent (Office based) OX1
Salary: Negotiable based on experience up to £23-26k

To provide administrative and facilities services to the Oxford office. The role will report to the Facilities Manager and is responsible for the smooth operation of the facilities functions within the Oxford office.

First point of contact for Facilities and Health & Safety issues within the office

First point of contact with building landlord/managing agents
Welcoming visitors to the firm in a polite and professional manner
Carry out daily building inspections and report any maintenance issues to the relevant person.
Liaising with any contractors coming to site
Provide assistance to other Business Support Functions that are not based in this office (Finance, HR, IT or Marketing) as and when requested
Process all incoming and outgoing mail and arrange couriers
Undertake reprographic duties to the highest standard (i.e. photocopying and scanning post/documents/files, creating USB
data sticks and collating/binding documents). Ensure MFD is in working order and fully stocked with paper and toner
Ensure the office equipment and furniture is usable and arrange repairs or replacement as necessary.
Be aware of how to operate the office equipment correctly and know the procedures to follow in the event of faults or
damage
Maintaining the meeting room diaries and coordinate catering requirements for client meetings, seminars, and mediations
Ensure equipment is available, set up correctly working prior to the start of meetings/seminars
Monitor and replenish kitchen and stationery supplies, ensuring stock levels are maintained
Records Management including boxing up files, recording file movements on archive database, dealing with archive requests, file audits and assisting the File & Deeds coordinator as appropriate
Ensure clear desk and security policy maintained and adhered to
Ensuring security procedures regarding access to the premises are adhered to at all times
Complete compliance audits as required and in a timely manner
Conduct new joiners facilities induction (office tour, fire evacuation, issue security passes etc)
Assist the Health & Safety Manager (Birmingham) in complying with all Health & Safety regulations
Complete relevant H&S training courses including First Aider and Fire Warden training
Completing courier forms and arranging these as directed
Managing Special Deliveries and proof of posting
Managing information that is saved in places such as data rooms and Sharefiles

To be successful in this role, it is likely that your background would include:

- Experience in a similar role, such as an Administrative Assistant or Facilities
Front of house experience to include reception duties or a customer facing role
Experience of providing support across several areas to multiple people eg - diary management, arranging travel, organising small office events
Excellent knowledge of Microsoft Office systems; Outlook, Word, PowerPoint, Nitro and Sharefile

Pre-employment Screening: Includes checks on qualifications, references, work eligibility, and disciplinary history.

Benefits: Competitive salary and comprehensive benefits package.The Recruitment Co. is an equal opportunities employer and we're committed to diversity and inclusion in the workplace