Facilities Administrator

The role:

The role of the Facilities Administrator is to work within the Facilities team to deliver a first class, professional service to the business and will take personal ownership and responsibility for standards of service. You will be the first point of contact for client facing duties for all visitors to our lively London office and facilities matters. Assisting in management of office space, Health and Safety; and Facilities Services.

Responsibilities

To support the Facilities Coordinators and Facilities management team in the provision of a five star facilities Service to the business. This is including coordination of suppliers and their activities as well as providing an efficient and effective service to the business.

Specific responsibilities include but are not limited to:

• Undertake daily activities for the management of the London office environments. Tasks include but are not limited to; opening and closure procedures, incoming post distribution and outgoing post franking, office organisation, access card issue, stock checks and procurement.

• Restocking of printers and kitchen refreshments.

• Front of house – Meet and greet, meeting room management and set up including teas/coffees when required.

• Assisting in the management of office equipment, fixtures/fittings, service contracts, cleaners for all Hollis offices.

• Facilitate Fee earner booking requests including couriers, access platforms and car hire.

• Organise internal events and set up, e.g cake mornings, payday drinks, quarterly lunches.

• Assist the Coordinators with Facilities inbox requests and provide responses and resolutions to agreed timescales and KPIs as directed by the Facilities management team.

• Assist with booking management for employees with our travel service provider.

• Assist with the management of our vehicle driver check service and fuel cards.

• Assist the Coordinators with obtaining H&S/compliance documentation internally and externally ensuring that we are audit ready for all Hollis offices.

• Compliance with the Health and Safety and Environmental Management Policies of company.

• Help ensure completion of housekeeping / H&S and PPM inspections across all Hollis offices.

• Assist with management of fee earner equipment and the necessary calibration of equipment.

• Oversee the new starters/leavers process for facilities tasks.

• Procure and distribute relevant PPE to fee earners and ensure records are complete.

• Help to update our internal intranet Facilities pages and send out comms via appropriate channels.

• Obtain and review DSE forms, helping to ensure records are complete and up to date.

• Produce regular reports as required by the business.

• Support regional service office assistants or equivalent office contact who is responsible for Facilities matters.

• Help to promote ESG as part of our department objectives.

• Travel to other Hollis offices to provide help and support as and when required.

Requirements

• Understand and apply all procedures relating to work activities.

• Excellent communication skills, with confidence and diplomacy, along with good practical knowledge of Word, Excel and Outlook and MS Teams.

• Able to work as part of a team, supporting colleagues as well as the ability to work independently, be pro-active and take initiative.

• Experience of working within a customer focused environment is desirable.

• Be able to prioritise workload, work to tight deadlines, plan, organise and monitor several activities at the same time.

• Diligent, and results focused with a ’no task is too small’ attitude.

• Strong interpersonal and organisational skills with the ability to thrive on providing an excellent service.