Job Description

A City based Insurance Group seeks a person with Facilities Assistant background of at least 3 years, to work in a Facilities Assistant role within a small FM team. The company seeks a person with a good attitude, good communication skills as there is some reception cover within the position on a daily basis. The role is working in an excellent environment.

Duties are varied- responsibilities include

Dealing with staff queries and facilities issues, making decisions about the most appropriate method of handling them and resolving in a timely and appropriate manner;

Monitoring and maintaining the London Facilities electronic Mailbox and identifying trends and underlying issues that require attention;

Assisting with updates to our health and safety documentation through keeping up to date with regulation and best practice, carrying out periodic health and safety checks and risk assessments;

Assisting with health and safety training such as conducting induction meetings, assisting with role and out and review of DSE and other health and safety training modules, monitoring first aider and fire warden training.

Support with budgeting for and processing of facilities related expense payments ; Participate in the business continuity management team and provide the necessary administrative support such as minutes of meeting and update to plans;

Organising archiving and assisting with and data retention management; Review and update the facilities guide and calendar with up to date supplier and contract information;

Co-ordination of meeting room bookings (including equipment and refreshments), record keeping, lunch ordering and reserving car park bays; Booking taxis whilst advising employees of the most cost effective service for their journey;

Preparing, printing, binding and archiving, when necessary, all company documents and reports; Coordination and support where internal events are planned in the communal areas; Sorting and distributing all incoming and outgoing mail and booking couriers; Monitoring stationery and kitchen supplies and ordering where appropriate in a cost efficient manner.

Reception

Maintain the reception area to a professional standard and ensure both the telephones and desk are covered at all times;Represent the Company in the appropriate manner with a readiness to greet visitors and a focus on all traffic through the entrance area; Ensure all internal and external calls are answered in a timely manner and where messages are taken these are distributed appropriately;Routine and regular checks of the internal telephone directory to ensure it reflects the most accurate information

Required Knowledge, Skills, and Abilities