Facilities Coordinator

Job Description

The VacancyOVERALL SUMMARYWinterflood Securities is currently seeking a pro-active Facilities Coordinator to perform a varied role as part of a close-knit team of 3. This incoming hire will coordinate and promote an efficient office working environment and provide Health and Safety administration support to the Office Manager. This role could suit either an experienced candidate, or somebody looking to start their career in an office environment. Please note that this role will take place on-site, full time in our central London offices with occasional support for the Brentwood office. Typical working hours are 07.45 - 16.15, however this may vary occasionally. 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 suppliesprovided 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 ( please note this will require some heavy lifting)
• 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 Office 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
• Assist with updates to the Company Intranet

Required Skills

• Excellent interpersonal skills
• Strong 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

Benefits Salary - competitive

• Discretionary annual bonus & annual pay review
• Work Abroad Policy for up to 15 days per year
• 25 days holiday plus bank holidays and additional well-being day
• Option to purchase an additional 5 days holiday per year
• Flexible working options available, including hybrid working
• Pension scheme up to 10% employer contribution
• Sharesave scheme
• Income Protection & Life insurance (4 x salary core level of cover)
• Private health care via BUPA
• Employee Assistance Programme
• Discounted Gym Membership
• Variety of travel to work schemes

Company benefits are provided on completion of either six months service, or a successful probation period whichever is sooner. Entitlement outlined above is in respect of full-time entitlement, and will be provided to part-time workers on a prorate basis in accordance with the relevant scheme rules. All benefits are subject to rules of the scheme and associated provider. The Company in its sole and absolute discretion reserves the right to discontinue, vary or amend any of the aforementioned benefits. At Close Brothers we look to recruit individuals from all different backgrounds and encourage you to apply even if you dont tick every box. We celebrate diversity, promote inclusivity and are open to discuss flexible work options to help you balance your workand home life. We appreciate that from time to time, recruitment agencies will have speculative CVs that they may wish to submit to our Talent Acquisition team in relation to a specific role. To avoid any ambiguity around fees, please note that speculative CVs received by Close Brothers, that have not been authorised in advance, by us, will be ineligible for an agency fee. Thank you.