At a Glance
- Tasks: Support the business with facilities duties and ensure a smooth office environment.
- Company: Join a dynamic team focused on creating an efficient workplace.
- Benefits: Gain valuable experience, develop skills, and enjoy a supportive work culture.
- Other info: Flexible working environment with opportunities for growth and learning.
- Why this job: Be the backbone of our facilities team and make a real difference every day.
- Qualifications: Previous facilities experience and strong communication skills are essential.
The predicted salary is between 30000 - 40000 € per year.
To provide support to the business by carrying out general facilities-related duties. This is a pivotal role within the Facilities team, providing assistance across the department, including cover for Front of House absences.
Responsibilities
- Facilities
- Regularly check Facilities portal (Service Now) and carry out requests in a timely manner
- Carry out daily office checks, including printer restocking and reviewing stationery levels
- Manage stationery stock and order any necessary supplies
- Record orders on relevant spreadsheet and track deliveries
- Unpack and distribute deliveries
- Assist with meeting room set-up and clear-down
- Coordinate the retrieval of archived files and boxes from storage, log newly archived items and ensure all activity is tracked with a clear audit trail in ServiceNow
- Open, scan and distribute incoming post
- Empty confidential waste and notify Head of Premises & Facilities of any collection issues
- Building Services & Maintenance
- Arrange contractor visits, including checking Risk Assessment Method Statements (RAMS) and carrying out any necessary H&S briefings prior to the work taking place
- Review and save any reports and information sent by contractors and highlight any points of note to the Head of Premises & Facilities
- Ensure that preventative maintenance visits are arranged at the required frequency
- Report any requirements for repair to the fabric of Group buildings and furniture
- Assist with premises and internal office moves, including being responsible for providing access to contractors and checking that work has been completed satisfactorily
- Assist the Head of Premises & Facilities in the review of services and running tenders, helping to source additional or replacement suppliers, as appropriate
- Coordinate with the landlord & company maintenance teams and external vendors for urgent repairs or escalations
- Act as a liaison between Facilities and other departments to resolve cross-functional issues
- Coordinate the resolution of outstanding issues or defects identified after any project completion
- Front of House Cover
- Ensure agreed reception standards are maintained at all times
- Promptly answer telephone calls, screen and forward to recipient
- Greet guests on arrival, complete visitor sign-in procedure and contact the host and/or direct visitor to their meeting room
- Arrange QR codes for visitors
- Manage bookings for meeting rooms
- Organise catering, taxis and couriers as and when requested
- Maintain clean and tidy client area
- Carry out checks of all client meeting rooms at various times during the day to ensure they are in good order and air conditioning set to appropriate temperature
- Manage central Amwins Global Risks mailbox, forwarding relevant enquiries to the correct department and deleting all junk mail
- Order business cards for new starters and replacements for existing employees
- Health & Safety
- Carry out quarterly H&S inspection of London office
- Create and manage Personal Emergency Evacuation Plans for London office employees
- Support workstation assessments and ensure recommendations are actioned promptly
- Carry out H&S inductions for new starters at London office
- Team Support
- Support other areas of the Facilities team as and when necessary, including providing holiday cover and supporting projects
- Undertake any other responsibilities that may become necessary for the proper performance of the role
- Maintain a proactive approach to identifying service and cost discrepancies and escalate to Head of Premises & Facilities when necessary
Personal Attributes
- Previous experience in a Facilities role
- Excellent communication skills (both written and verbal)
- Good attention to detail and high levels of accuracy
- Strong administrative skills and good use of initiative
- Excellent time management skills
- Good working knowledge of IT systems including Microsoft Office
- Comfortable managing own workload and acting independently or as part of a team
- Ability to identify issues that can be resolved personally and those requiring escalation
- Capable of multi-tasking and portraying calm disposition even when busy
- Proactive and flexible attitude when dealing with tasks
Premises & Facilities Coordinator in London employer: Amwins Global Risks
As a Premises & Facilities Coordinator, you will thrive in a dynamic work environment that values collaboration and employee growth. Our company offers a supportive culture with opportunities for professional development, ensuring that you can enhance your skills while contributing to a well-maintained and efficient workplace. Located in the heart of London, we provide a vibrant setting where your contributions are recognised and rewarded, making it an excellent place to build a meaningful career.
StudySmarter Expert Advice🤫
We think this is how you could land Premises & Facilities Coordinator in London
✨Tip Number 1
Network like a pro! Reach out to people in the industry, attend events, and connect on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and role thoroughly. Understand their values and how your skills align with what they need. This will help you stand out and show that you're genuinely interested.
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family to get comfortable with common questions. The more you practice, the more confident you'll feel when it’s time to shine.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing familiar names when we’re reviewing candidates!
We think you need these skills to ace Premises & Facilities Coordinator in London
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Premises & Facilities Coordinator role. Highlight relevant experience and skills that match the job description, like your previous facilities experience and strong administrative skills.
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for our team. Mention specific responsibilities from the job description and how your background aligns with them.
Show Off Your Communication Skills:Since excellent communication is key for this role, make sure your written application reflects that. Keep your language clear and concise, and double-check for any typos or errors before hitting send!
Apply Through Our Website:We encourage you to apply through our website for a smoother process. It helps us keep track of your application and ensures you don’t miss out on any important updates from us!
How to prepare for a job interview at Amwins Global Risks
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the Premises & Facilities Coordinator role. Familiarise yourself with the responsibilities listed in the job description, such as managing stationery stock and coordinating contractor visits. This will help you answer questions confidently and show that you're genuinely interested in the position.
✨Showcase Your Communication Skills
Since excellent communication is key for this role, prepare examples of how you've effectively communicated in previous jobs. Think about times when you had to liaise with different departments or manage client interactions. Practising these scenarios will help you articulate your experience during the interview.
✨Demonstrate Your Attention to Detail
The job requires a high level of accuracy and attention to detail. Be ready to discuss specific instances where your attention to detail made a difference, whether it was in managing office supplies or ensuring compliance with health and safety regulations. This will highlight your suitability for the role.
✨Prepare Questions for Them
Interviews are a two-way street, so come prepared with thoughtful questions about the team, company culture, and expectations for the role. This not only shows your interest but also helps you determine if the company is the right fit for you. Ask about their approach to facilities management or how they handle cross-functional issues.
