Facilities Assistant

Facilities Assistant - London City

Permanent full-time position

Salary: £30,000 - £32,500 DOE

Work Pattern: 5 days in the office with potential for 1 day WFH after induction period

Join my Client's Team as a Facilities Assistant! ??

Are you a proactive individual with a knack for customer service and a passion for creating a welcoming environment? Our client, a leading firm in the legal industry, is seeking a dedicated Facilities Assistant to join their vibrant team in London City! This is a fantastic opportunity for someone looking to grow in a supportive and collaborative setting. ?

About Us: Our client is a recognised market leader in the IP profession. Celebrated for its long-standing reputation, stability, and expertise, the firm cultivates a partnership-led culture that supports individual drive and professional development. ?

About the Team: My client's facilities team comprises of 3 people - Head of Facilities, 1 Facilities Manager and 1 Facilities specialist. They have a collaborative working style and offer a high level of support to the firm. The facilities team are required to work in the office full time and must have a flexible approach to their working hours to meet the needs of the business.

The collective facilities team are responsible for several key functions which include (but are not exhaustive), building management, health and safety, business and travel insurance, front of house, post handling, hospitality, servicing meeting rooms, switchboard, archiving, oral proceedings, and travel booking.

What You'll Do: As a Facilities Assistant, you'll play a crucial role in maintaining the smooth operation of the office. Your key responsibilities include:

• Ensuring the firm's switchboard function, which is outsourced, is operating effectively. This includes maintaining and updating backend systems with details of starters and leavers, handling enquiries, and ensuring that service levels meet the firm's standards.
• Preparing meeting rooms to the required specifications, including setting up refreshments and/or lunches, and ensuring rooms are promptly cleared and ready for subsequent use.
• Order and organise catering for meetings and other events.
• Maintaining tea/coffee stations around the building, including coffee machine upkeep, restocking supplies, and keeping areas tidy.
• Providing reception cover at designated times, including greeting and welcoming guests, and accepting deliveries.
• Booking fee earner travel through J A Kemp's travel agent, including hotel arrangements in the UK and abroad. Assisting the team with the travel booking process by addressing queries related to travel and travel insurance and ensuring smooth coordination.
• Monitoring the office environment, reporting maintenance and security issues in a timely manner. Adhere to all health and safety related procedures, reporting any relevant risks, near misses, accidents or incidents to the relevant person
• Coordinating oral proceeding bookings, ensuring that room, travel, and accommodation requirements are in place and updated as necessary.
• Managing the DSE assessment process, ensuring effective communication and timely resolution of any issues.
• Travelling to the Cambridge office to contribute to a fortnightly rota, ensuring there is a facilities presence. Each Facilities Assistant is required to be in the Cambridge office once a month.
• Providing ad-hoc administrative support to the Head of Facilities and Senior Facilities Lead

Who We're Looking For: To thrive in this role, you'll need:

• Proven experience in facilities support or a similar role.
• Excellent customer service skills and a professional attitude.
• Strong IT skills and hands-on experience with office equipment. ??
• Great organisational and multitasking abilities.
• A resourceful and proactive approach to problem-solving.
• Good written and verbal communication skills.
• An interest in or willingness to learn about building management, maintenance, and contractor management would be highly desirable.

Why Join Us? Our client values its employees and offers an impressive range of benefits, including:

• 20 days annual holiday + flex scheme for additional leave. ?
• Flexible working hours with up to 40% remote work options.
• Private medical insurance and life assurance.
• Pension scheme with matching contributions up to 6%.
• Cycle to work scheme and season ticket loans.
• Annual social events and a supportive Employee Assistance Programme. ?

Ready to Make an Impact? If you're excited about contributing to a dynamic team and enhancing the workplace experience, we'd love to hear from you! Apply now and take the next step in your career with our client.

To apply, please send your CV, we can't wait to meet you! ?

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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