Facilities Assistant - Canary Wharf

We are looking for an enthusiastic and dynamic individual with previous experience of working in a similar role in a corporate environment is required to provide ‘front of house’ and facilities management support for our Canary Wharf and Kings Cross office. The offices have been designed to provide a bright, modern and flexible working environment to encourage collaborative working practices, you will support the Facilities Manager and the other Facility Assistant(s) to ensure the space is maintained and managed to an exceptional standard.

The hours of work are expected to be between 08:00am – 18.00pm Monday to Friday, however, occasionally different working patterns or additional hours may need to be worked to cover sickness or holiday leave.

You will report to the Facilities Manager, the Facilities Assistants will have a wide range of duties, including as a minimum the following:

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Located at the reception desk, the Facilities Assistants will be the first point of contact for external visitors and will be expected to provide First Class front of house/reception services to include the management of visitors, telephone answering, dealing with queries raised through the shared mailbox, dealing with all day to day queries raised by employees, visitors and contractors to the site and the provision of other services/support as required.

The Facilities Assistants must ensure that the meeting rooms are maintained to an exceptional standard at all times and will be responsible for managing the booking system, checking/clearing rooms between meetings, carrying out operational checks of equipment and arranging any hospitality and Health and Safety checks.

The Facilities Assistants will be responsible for incoming/outgoing post including distribution to recipients around the office and they will also be responsible for the inhouse company hybrid mail solution.

• Carrying out general admin support duties as and when required
• Responsible for stock control in various areas including stationery and proactively stocking up print stations
• Management of the access control system, issue of passes to Balfour Beatty staff and liaison with the landlord for building passes etc
• Ordering and replenishing kitchen and office consumables, ensuring the tea point areas are maintained to an exceptional standard throughout the day
• Providing support to the Office/Facilities Manager as required, including admin support, assisting with the management of hard and soft FM contractors, assisting with the effective maintenance of the space, and ensuring up to date records are maintained for the facility.
• Proactively reporting any maintenance issues around the building and following through to resolution
• Undertaking some physical duties, including manual handling, occasional heavy lifting, and using the goods lift to access the loading bay

An enthusiastic and dynamic individual, previous experience of working in a similar role in a corporate environment is ideal, however, full training is given.

• IT literate with a good working knowledge of the Microsoft
• Must be confident in dealing with people face to face, at all levels
• Excellent verbal/written communication skills
• Excellent organisational skills
• The ability to work independently and manage varying workloads.

• ABIFM
• NVQ, Business Admin or similar
• Good understanding and knowledge of Facilities Management
• First Aid/Fire Marshall qualification

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