Senior Facilities Assistant

Our client based in Hertfordshire is recruiting a Senior Facilities Assistant to join their busy and friendly team. The Operations team is responsible for ensuring that the company runs smoothly and efficiently. The team looks after all aspects of the company’s operations, including Human resources, Compliance, Marketing & Business Development, Premises, Information technology, and Accounts.

This is a full-time permanent position working 36 hours per week. The working hours are 8.30am - 4.45pm, Mon-Thurs and 8.30am - 4.30pm on Friday. The role offers a competitive salary, plus a non-contractual profit share bonus scheme (not guaranteed), life assurance scheme, £600 contribution to a wellness activity, cycle to work scheme, off-site parking expenses reimbursed and Private Healthcare (after 6-month probation period).

The Senior Facilities Assistant role is to support the Head of Operations with the daily Facilities processes and procedures necessary to manage an effective and efficient central support function for the business.

Duties include:

Facilities

• Review and maintain office risk assessments e.g. covid, asbestos and fire.
• Maintain BrightSafe Application and document risks and accidents when required.
• Completion of Buildings and Contents insurance renewal process annually with insurance provider.
• Monitor and/or arrange visits for suppliers, e.g. washroom provider, pest control, waste disposal.
• Liaise with contractors when appropriate to maintain building services e.g. plumber electrician etc.
• Liaise with external cleaning and maintenance contact to ensure all areas of the building are clean and functioning safely - Arrange annual PAT testing
• Communicate with alarm system providers, always ensuring the smooth running of building safety and security.
• Arrange annual boiler service and order heating oil when required.
• Organise the annual fire extinguisher service and arrange evacuation fire drills.
• Ensure fire marshal training/ first aid training is up to date and there are sufficient marshals.
• Carry out the emergency lighting/ fire alarm test when required.
• Assist IT with workstation assessments and order equipment
• Update and maintain the parking allocation on a weekly basis.
• Order and maintain kitchen essentials such as kitchen cleaner and dishwasher supplies.
• Purchase milk for staff when required and distribute to different kitchens within the business.
• Order and change filters for the hot water urns.
• Empty the dishwasher when required.
• Manage company recycling bins.
• Ensure toners are disposed of correctly liaising with printing companies for a collection.
• Maintain the Paperlite project.
• Update and maintain the telephone list spreadsheet including office rotas.
• Work alongside the Senior Assistants to ensure that new starters are inducted smoothly i.e., office seating arrangements made, car parking arranged, office rota information gathered, and central telephone lists updated.
• Assist with Refurbishment project, organising meetings and liaising with project manager when required.
• Circulate any company notices and be the first point of call for any premises queries, ensuring staff are informed of any changes, locking up etc

Operations

• Act as Line Manager to the Postal Assistant.
• Provide a monthly report the Head of Operations
• Provide a quarterly report to Head of Operations for the Partners
• Assist Marketing with the Sustainability project
• Assist with marketing events as required
• Send monthly new enquires data to the Marketing team
• Send client satisfaction survey data to Accounts for inclusion with the monthly snapshot reports
• Assist with compliance and regulatory obligations.
• Review, maintain and update the staff handbook and office manual in accordance with the ISO9001 internal audit plan
• Write, review and apply company policies, standards and guidance using PLC precedents
• Work with the Social Committee to provide events for the business
• Assist with the arrangement of companywide training
• Provide cover in other departments when required
• Assist with daily post opening and scanning and IT tasks when required

About the person

• Self-motivated with good organisational and problem-solving skills
• Excellent written and verbal communication skills including telephone and email
• A willingness to learn and able to demonstrate a good level of independence, judgement, and initiative
• Friendly, professional, and polite with exceptional customer service skills
• Comfortable working both individually and as part of a team
• Emotionally intelligent
• Excellent IT skills
• Calm, compassionate and empathetic
• Ability to work under pressure
• Attention to detail
• Hands-on approach
• Well-spoken and presentable
• Flexible

General requirements

• To work within the Operations Team wherever your assistance may be required
• Some Manual work is required for this role, but full Manual Handling Training will be provided
• To perform any duty or responsibility not specifically referred to above, which may be reasonably requested by the Head of Operations
• To maintain a high level of confidentiality
• To deal with colleagues, clients and other external contacts in a friendly, courteous and efficient manner
• To observe company policies, rules and procedures
• To always act in the best interests of the company