Facilities Assistant

Job Description

As one of the UKs leading finance providers for SMEs, our client are looking for a proactive Office Manager to join their team based in Newport.The RoleSupporting the staff in their properties in Newport and Manchester, keeping them safe and delivering them the best workspace to be in. You will be facilitating the day to day of the offices, ensuring they are fully operational, managing the activities ofmaintenance support including external contractors and cleaning teams. This is a hands-on operational role requiring full time presence in the Newport office and a practical "can-do" attitude. You are required to work on your own initiative and your attentionto detail will ensure the day-to-day smooth operation of the offices. KeyResponsibilities

• Manage the Environmental, Health and Safety needs of the business
• Own and maintain and update the Companys Health and Safety policy and risk register
• Create processes for all aspects of the Health and Safety policy
• Complete monthly audits on Health and Safety policy compliance across the business and feedback results to Line Manager
• Complete half yearly H&S risk assessments and present findings to Line Manager
• Conduct quarterly review meetings with each offices Health and Safety champion
• Ensure a clean and safe working environment is maintained for all employees
• Coordinate fire drills
• Coordinate First Aiders
• Complete DSE assessments for all staff in conjunction with HR
• Liaise with the business to ensure paperwork intended for shredding is stored confidentially and tidily
• Act as point of contact for cleaning, waste disposal, gas, electric, environmental, health and safety queries for employees and external suppliers
• Providing support with raising repairs and booking engineers where required
• Manage the security needs of the business
• Primary key holder for the Newport offices
• Programme and issue security access fobs to business users
• Maintain records of employee access codes
• Maintain records of key holders for all business sites
• Deactivate security access on request of HR or Senior Management
• Manage the businesss facilities management services
• Coordinate the car parking facilities and communicate with employees in the event of changes
• Maintain up to date desk plans of the office layout
• Maintain up-to-date records and manage relationships with key suppliers
• Co-ordinate suppliers to attend the business when office changes and repairs are required
• Monitor and replenish all kitchen and bathroom items e.g., coffee, milk, toilet roll etc.
• Monitor and communicate with appropriate stakeholders to replenish bathroom items
• Provide General Office support
• Deliver reception services for visitors and suppliers
• Complete mailroom tasks e.g., logging, franking & distributing all post and courier collections
• Ensure office closure is completed daily e.g., windows, blinds, lights, A/C turned off
• Ensure the business has the correct level of stationery to meet its needs, completing regular audits
• Maintain a log of purchases for month end reconciliation
• Ensure meetings are organised effectively
• Manage room booking system for both sites, communicating acceptance/rejection of requests to business users
• Organise required resources and documents for senior meetings as requested by Line Manager
• Organise and provide meeting refreshments as required
• Ensure meeting rooms are set up and maintained to a high standard
• Respond to entry buzzer, greet and escort suppliers/customers attending onsite meetings

Candidates will have good knowledge of Heath & Safety legislation and be competent using Microsoft packages.

Keyskills :
receptionistoffice managerfacilities assistantoffice co-Ordinator