Facilities Assistant

My client in Southampton is looking to recruit a Facilities Assistant.

As a Facilities Assistant, you'll be responsible for supporting the management of services and processes that the offices require.

Client Details

My client is a global business with their UK head office based in Southampton.

Description

Health, Environment, Safety, Security (HESS) Responsibilities:

• 'Respect and protect' the health and safety of yourself and others
• Speak up and report all accidents, 'near miss' incidents and work related ill health conditions to your manager
• Work to HESS rules and procedures by following the HESS Golden Rules
• Use work equipment, personal protective equipment, substances, and safety devices correctly
• Take part in safety training & risk assessments and suggest ways of reducing risks

Budget Management / Financial Responsibilities / Revenue / Sales / Cost Management / Cost Control

• Code invoices for approval by others
• Process orders and invoices
• Monitoring of spend on various contracts, i.e., stationery and consumable, vending, catering/hospitality, archiving, etc
• Ensuring records and user accounts are accurate for stationery and archiving controllers
• Provision of month/year end information supporting accrual and financial planning

Customer Responsibilities (Internal & External Customers)

• Support the management of the Facilities Department Business Continuity Plan and emergency contact list
• Ensuring that electronic and hard copy notices remain up to date Supporting the management of Facilities email accounts
• Ensuring records are kept up to date
• Complete reporting on various areas, i.e. car parking, desk booking/utilisation, etc

Administrative Responsibilities

• Provide general and administrative support to the Facilities Team
• Maintain an accurate and up to date electronic and manual facilities filing system
• Maintain a fully stocked stationery supply for the company, ordering replacement items as necessary
• Authorise stationery orders placed by departmental Stationery Controllers, challenging where necessary to ensure the best value products are chosen
• Maintain an accurate and comprehensive records of keys (electronic and physical) for offices and furniture and issue replacement keys as required
• Manage artwork and memorabilia
• Monitor Archiving contract, completing regular reviews of stored items and arranging destruction as required
• Administering various Facilities systems (DSE, archiving, stationery, desk bookings, car parking, etc) to include adding/removing/updating users as required
• Update list of company HESS representatives, fire officers, fire aiders, etc and ensuring the most recent versions are displayed physically and electronically in all locations
• Booking of training courses, including fire officer and first aider
• Ensuring fire officers/first aiders receive regular training, have emergency procedures, have appropriate fluorescent clothing, supplies, etc
• Updating near miss and accident records
• Maintain and update the facilities section on the company's intranet pages

Other Responsibilities

• Out of hours responsibility for all CUK locations as part of rota.
• Issue keys as required
• Review and update of desk booking system, including running of reports
• Take ownership of meeting room queries
• Responsible for the allocation of project rooms

Demonstrable Behaviours (what needs to be demonstrated in 'how' to be successful in the role)

• Understanding the needs of the business and facilities department and creating solutions within best practice
• Be able to manage high workload using good organisation and time management skills
• Strong communication, both written and verbal
• Perform well under pressure and in challenging circumstances
• High level of integrity
• Able to work to a set budget

Profile

If someone had facilities experience, that of course would be ideal. But otherwise someone coming from and administrative background looking to push their career forward would be strongly considered.

Job Offer

An excellent salary and benefits package is available to the successful candidate.