Owen Reed is looking to recruit an innovative Facilities Services Assistant to join a top law firm in London.

POSITION OVERVIEW

The Facilities Assistant is responsible for, facilities and office services. Providing an efficient and professional service to attorneys and staff.

JOB RESPONSIBILITIES

This list is not exhaustive and may be supplemented and changed as necessary.

Facilities

• Supporting the Facilities Coordinator / Supervisor as and when required regarding vendor management and Soft Service Support.
• Assist with contractor access arrangements, coordinating with building security. Including pass management and Health & Safety induction coordination.
• Supporting the Facilities Coordinator / Supervisor as and when required regarding internal moves and changes.
• Undertake regular floor walks, checking areas for security, general condition, and cleaning. Report any issues to appropriate department, including urgent requests to Building Maintenance.
• Monitoring stock levels of stationery and ergonomic equipment

Administration

• Assist with departmental administration - Proactively note, record and action issues as they arise connected with Facilities operations and invoice processing.
• Upkeep and review of Manuals, Handbooks, Guidance notes, floorplans etc.
• As and when required cover Facilities Helpdesk - Monitor and respond to Facility Helpdesk e-mails or telephone queries in professional, timely and appropriate manner. Where needed take appropriate action or register issue. Communicate with users to ensure they are aware of their request status.
• Report any technical and software issues; liaise with appropriate person or department for technical assistance.
• Communicate effectively with other departments, such as catering, IT, AV, facilities.
• Be aware of basic procedures, main contractors/suppliers, and all external key contacts.

QUALIFICATIONS

Education, Work Experience, Skills

• Exceptional customer service orientation.
• Excellent telephone etiquette.
• Excellent verbal and communication skills.
• Reliability, commitment and punctuality.
• Maintain flexibility with work assignments and schedule.
• Ability to handle multiple priorities, meet deadlines and work well under pressure.
• Ability to communicate and work effectively with clients and all levels of employees.
• Professional attire and demeanour.
• Ability to maintain confidentiality.
• Ability to work as part of the support services network.