Facilities Assistant

Description:

Job Summary/Goals

The Facilities Assistant reports to the Assistant Facilities Manager / Facilities Manager and is responsible for providing support to ensure facilities services are provided in an effective and efficient manner. Must also demonstrate a high level of security awareness at all times and have knowledge of emergency evacuation procedures and Health & Safety.

NOTE: Full Time Temporary Role Until September

Essential Duties and Responsibilities

Customer Service

Greet, assist and direct candidates/new hires/visitors and the general public to the appropriate staff member
Receive, direct and relay telephone, email and other queries
Administration of parking spaces for visitors, employees
Arrange taxis for client staff and visitors are requested
Book onsite meeting rooms and hospitality as per client requests and according to site procedures
Liaise with site managing agent and site security.

HSE, Security & Quality

Demonstrate permanent high level of security awareness, knowledge of emergency evacuation procedures, procedures for visits from local authorities as well as general Health & Safety
Issuing of ID and access badges for new hires/vendors/visitors and maintaining record of same.
Monitor and maintain office and badge consumables in line within agreed stock levels.
Maintain the security sign-in book
Carry out site induction, for new starters, act as the first line of support for any concerns raised as a result of online DSE assessment.
Understand & actively support JLL’s Quality Management program

Site Operations

Conduct daily meeting room and office checks as required by Facilities Manager
Prepare & serve hot beverages, layout & clear away catering as required
Manage all the requests on the Facilities helpdesk and liaise with service providers
Handle/Assist with incoming and outgoing mail enquiries according to the existing procedures
Assist in coordinating the repair and maintenance of office equipment and in the ordering in of office supplies.
Keep accurate and update records of seating plan
Ensure accurate and detailed hand over is planned & passed on (for tasks for within responsibility), if absent from the business.

Additional Duties And Responsibilities

The above is not an exhaustive list of responsibilities, further additional duties may be required to be performed to support the Facilities Team Key Performance Measures

Ability to meet above standard job requirements
Ability to work within a team
Ability to work on own initiative
Ability to fit within the company culture
Ability to adapt to a fast pace and demanding environment

Skills

The candidate must demonstrate the following skills:

Problem solving
Decision makings
Excellent verbal & written communication
Proficient with the use of Microsoft Office tools Competencies

The candidate must demonstrate the following personal attributes:

Exemplary Customer focused
Assertive
Possess cultural awareness and sensitivity

Experience

Facilities experience desired

Qualifications

Education: A good level of education to GCSE standard.
Good working knowledge of Outlook, Word and Excel is essential