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Facilities Coordinator 20k City Financial Services

Next Employment
Job LocationCity of London
EducationNot Mentioned
Salary£18,000 - £20,000 per annum
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypePermanent, full-time

Job Description

Job PurposeTo co-ordinate and promote an efficient office working environment and provide Health and Safety administration support to the Health and Safety Manager.Reporting to

  • Head of Business Continuity and Communications
    • Key Responsibilities
  • Be responsible for the day to day proactive management of facilities contracts such as waste management, recycling, vermin control, water and coffee machines etc, checking that service level agreements have been met and any works carried out or supplies provided are as specified and to the agreed standard, organise visits and accompany service vendors on site
  • Daily office walks/checks to ensure kitchen areas are fully stocked and presentable, printer stations are fully stocked with ink and paper supplies, and health and safety checks are recorded
  • Ensure that the office is always presented in a professional, tidy and clean state to promote an efficient working environment;
    • · Monitor on a regular basis and carry out the ordering of all perishables, fruit and stationery to ensure we have an adequate supply and quality is maintained;
  • Check invoices to ensure goods and services have been received satisfactorily and charges are correct before forwarding for approval;
  • Work with the IT department to ensure printers are in working order, liaising where necessary with external parties to arrange site visits and collaborate with the team when facility matters arise;
  • Cover all aspects of the company mail distribution internal and external and perform collection and hand deliveries duties where required;
  • Manage deliveries and collections from the loading bay;
    • · Build relationships with suppliers to ensure WINS receives competitive prices for services such as office supplies and perishables;
  • Assist the confidential waste/shredding company with their collections to ensure all confidential paperwork is dispersed of in the appropriate manner;
  • Oversee and manage offsite document storage, ensuring these are documented in a way to assist should there be a need for retrieval;
  • To work alongside the Reception Desk daily, ensuring all tasks relevant to the team are complete
  • Work with the Health and Safety manager on health and safety issues and admin including:
  • Health and Safety Inductions for new starters, showing location of main fire escape routes, assembly points and explaining health and safety procedures
  • Health and Safety administration including updating staff evacuation lists at the three fire exits weekly and ensuring health and safety noticeboards/notices are kept current around the office
  • Carry out initial investigation of issues raised through workstation assessments, helping colleagues adjust their chairs and improve their workstations and raising a request for a specialist assessment if required
  • Conduct Health and Safety risk assessments following the company template for Head office and the Disaster recovery site
  • Updating and maintaining health and safety staff training records, ensure it remains current and organise training as appropriate.
    • Skills
  • Good interpersonal skills
  • Good oral and written communication skills
  • Ability to multitask and prioritise your workload
  • A pro-active and enthusiastic team player
  • Ability to work independently and take on responsibility
  • An eye for detail
  • Flexible, reliable, well organised and conscientious
  • Competent in use of Microsoft Office suite
    • Training/QualificationsIOSH Managing Safely (Desirable but not essential, the company will provide on the job training)

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