Facilities Admin Assistant
- Recruiter
- Confidential
- Location
- Egham
- Salary
- Competitive
- Posted
- 16 Jun 2021
- Closes
- 14 Jul 2021
- Sectors
- Admin, Secretarial & PA
- Contract Type
- Permanent
- Hours
- Full Time
JOB PURPOSE
First point of contact for all visitors entering the building and for all telephone calls made to the EMEA Headquarters. This involves the handling of incoming calls quickly and efficiently, ensuring that customer service is a top priority, working with other team members to ensure continuous service for switchboard and Reception area.
Managing the procurement administration and process. To support the operation and maintenance of the EMEA Head Quarters.
The ability to be able to work at times under pressure handling multiple tasks at the same time whilst maintaining a friendly and welcoming image to all internal and external customers alike is of paramount importance.
1. Responsible for greeting all visitors to EMEA Headquarters and maintain full coverage of the switchboard and reception desk in a polite and efficient manner
2. Maintain the EMEA and UK communication lists to ensure that they are as accurate as possible
3. Manage all access control issues, including issuing access passes to internal and external visitors
4. Ensure that the reception area is a pleasant and welcoming environment
5. Provide a first class customer services level to all internal and external customers and suppliers
6. Processing invoices and purchase orders with a high level of accuracy, monitoring and reporting facilities expenditure
7. To reconcile all invoices and purchase orders on a daily basis to ensure that all charges are correct
8. Liaise with existing supplier base to fulfil facilities requests from employees
9. Support the Facilities Manager in the implementation of policies and procedures for all office related services
10. Manage support services on a daily basis e.g. vending, printing and stationery requests etc.
11. Manage catering requests and provide or manage refreshment arrangements for key meetings
12. Ensure all meeting rooms and communal areas are maintained to the highest standard and report issues to the appropriate person
13. To promote positive Environmentally friendly culture and report statistics based on supplier reports
14. Support the management of car hire and company vehicles
15. Maintain filing for the facilities team and support archiving across in the UK in an orderly and logical way in line with policy
16. Understand all team responsibilities to be able to provide regular coverage across the team
17. Monitor the department Inbox and incoming requests and action appropriately
18. To be 'on call' outside of normal working hours, as required
19. To support the Facilities Manager regarding all team activities including, but not limited to, project management, technical support, administration, reception, Health & Safety, security and post room
First point of contact for all visitors entering the building and for all telephone calls made to the EMEA Headquarters. This involves the handling of incoming calls quickly and efficiently, ensuring that customer service is a top priority, working with other team members to ensure continuous service for switchboard and Reception area.
Managing the procurement administration and process. To support the operation and maintenance of the EMEA Head Quarters.
The ability to be able to work at times under pressure handling multiple tasks at the same time whilst maintaining a friendly and welcoming image to all internal and external customers alike is of paramount importance.
1. Responsible for greeting all visitors to EMEA Headquarters and maintain full coverage of the switchboard and reception desk in a polite and efficient manner
2. Maintain the EMEA and UK communication lists to ensure that they are as accurate as possible
3. Manage all access control issues, including issuing access passes to internal and external visitors
4. Ensure that the reception area is a pleasant and welcoming environment
5. Provide a first class customer services level to all internal and external customers and suppliers
6. Processing invoices and purchase orders with a high level of accuracy, monitoring and reporting facilities expenditure
7. To reconcile all invoices and purchase orders on a daily basis to ensure that all charges are correct
8. Liaise with existing supplier base to fulfil facilities requests from employees
9. Support the Facilities Manager in the implementation of policies and procedures for all office related services
10. Manage support services on a daily basis e.g. vending, printing and stationery requests etc.
11. Manage catering requests and provide or manage refreshment arrangements for key meetings
12. Ensure all meeting rooms and communal areas are maintained to the highest standard and report issues to the appropriate person
13. To promote positive Environmentally friendly culture and report statistics based on supplier reports
14. Support the management of car hire and company vehicles
15. Maintain filing for the facilities team and support archiving across in the UK in an orderly and logical way in line with policy
16. Understand all team responsibilities to be able to provide regular coverage across the team
17. Monitor the department Inbox and incoming requests and action appropriately
18. To be 'on call' outside of normal working hours, as required
19. To support the Facilities Manager regarding all team activities including, but not limited to, project management, technical support, administration, reception, Health & Safety, security and post room