Facilities Assistant

We are looking to recruit a Facilities Assistant to deliver an effective and efficient building and facilities management service across the UK site ensuring service delivery is high quality and customer focused., As Facilities Assistant you will provide operational and facilities management support to the Facilities and EHS Manager, and in turn the wider company. You will be involved in coordinating activities relating to hard & soft facilities services; managing the preventive maintenance program for the site, managing site contractors, coordinating office management and building issues and general team requests, working with front of house on site visits and VIP meetings.

Accountabilities:

• Provide a well maintained, serviceable and safe working environment through the delivery and management of a planned and reactive maintenance programme


• First line of contact for staff and contractors


• Coordinate the planned, preventative and reactive maintenance activities (e.g. fire, security, mechanical and electrical) in line with the maintenance schedules and ensure repairs are carried out in a timely manner with minimum disruption to service


• Assist in the coordination and monitoring of third party service suppliers and contractors, ensuring the standards of service delivery meet or exceed the agreed contract and service level agreements


• Monitor meeting rooms and communal areas, ensuring that they are functioning correctly, are tidy at all times; and, coordinating repairs and consumables as and when required


• Support and assist in the development and delivery of facilities, health and safety, business continuity policies and procedures ensuring compliance at all times


• Develop and maintain effective on-site paper records and electronic filing systems for ensuring accurate records are maintained and held centrally for all facilities activities in accordance with QMS


• Organizing fire alarm servicing, extinguisher maintenance, arrangement of safety training activities for the company


• Manage regular cleaning contractors on a day to day basis


• Assist with new starter inductions; tours, desks and equipment setups etc.


• Support the Facilities and EHS Manager when required in delivering critical projects and tasks


• Form part of the team that handle call 'out-of-hours' for emergencies, maintenance and other activities as and when required
  
  Experience of working within facilities management


• Excellent customer service skills and attention to detail


• Excellent telephone and interpersonal skills


• The ability to effectively communicate at all levels


• Personable with excellent interaction skills


• Extensive understanding and use of MS Office (Excel, Word and Outlook)


• Be able to take responsibility, complete to timelines and exercise flexibility


• Proactive with a can-do attitude


Additional Competencies and Behaviours:

• Ability to build rapport quickly and to understand needs and expectations


• Positive mind-set, empathetic, patient, polite and friendly manner


• Calm under pressure is a must


• Displays the highest levels of integrity, confidentiality and commitment


• Respond quickly to changing demands and demonstrate strong skills in prioritization and time management


• Work within a range of environments and working cultures, adapting personal style accordingly


• Lead and drive work forward with minimal direction


• Analyze information and communicate in a concise/articulate manner


• Well organized with the ability to prioritize


• Attention to detail in all aspects of work


• Demonstrates an ability to work as part of a team and to be a flexible team player, with good level of self-motivation


• Practically minded: able to roll sleeves up and get stuck in with the team


You should be comfortable working in a fast-paced, team environment and on multiple projects with constantly changing priorities and deadlines, be well organized, self-motivated and have excellent communication skills and attention to detail.