Facilities Assistant

Job Description

Job title: Facilities AssistantLocation: NewcastleContract length: 3 MonthsWorking hours: 25 hours a week, 5 hours shifts rota1 week of early 8 - 13:30,1 week afternoon 12.30 - 17:30We are looking to appoint a Facilities assistant in the Newcastle area. The key purpose of this role is to provide front of house and facilities manager support for Q14 Newcastle office. The offices have been designed to provide a bright, modern and flexibleworking environment for our employees and your role will be to office/facilities manager to ensure the space is maintained and managed to an exceptional standard.Responsibilities:Reporting to the Office/Facilities Manager, the Facilities Assistants will have a wide range of duties.Including as a minimum the following:-Front of House

• Located at the reception desk, the Facilities Assistants will be the first point of contact for external visitors and will be expected to provide First Class front of house/reception services to include the management of visitors, telephone answering, managementof the online parking portal, dealing with queries raised through the shared mailbox, dealing with all day to day queries raised by employees, visitors and contractors to the site and the provision of other services/support as required.

Meeting Rooms

• The Facilities Assistants must ensure that the meeting rooms are maintained to an exceptional standard at all times and will be responsible for managing the booking system, checking/clearing rooms between meetings, carrying out operational checks of equipmentand arranging any hospitality.

Mailroom

• The Facilities Assistants will be responsible for incoming/outgoing post including distribution to recipients around the offices.

Other Duties

• Carrying out general admin support duties as and when required
• Responsible for stock control in various areas including stationery and proactively stocking up print stations on all 3 floors of the building
• Management of the access control system, issue of passes to Balfour Beatty staff and liaison with the landlord for building passes etc
• Ordering and replenishing kitchen and office consumables, ensuring the tea point areas are maintained to an exceptional standard throughout the day
• Providing support to the Office/Facilities Manager as required, including admin support, assisting with the management of hard and soft FM contractors, assisting with the effective maintenance of the space, and ensuring up to date records are maintainedfor the facility.
• Proactively reporting any maintenance issues around the building and following through to resolution

Key skills:Essential

• - IT literate with a good working knowledge of the Microsoft suite of programmes
• - Administrative and/or Facilities experience at any level
• - Must be confident in dealing with people at all levels
• - Excellent verbal/written communication skills
• - Excellent organisational skills
• - The ability to work independently and manage varying workloads

Desirable

• - ABIFM
• - NVQ, Business Admin or similar
• - Good understanding and knowledge of Facilities Management
• - First Aid/Fire Marshall qualification

Keyskills :
Communication SkillsMicrosoft OfficeOrganisational SkillsWritten CommunicationITC