Office Assistant

Job Title: Office Facilities Assistant

Location: Twinkl HQ at Hallamshire Business Park, Block B, 100 Napier Street, S11 8HD, Sheffield

Job Type: Full Time (37.5 hrs per week, Monday to Friday)

Salary: £23,810

Line Manager: Office Manager – Michael Huyton

Start Date: ASAP

About Us: Twinkl is a leading educational publishing company dedicated to delivering high-quality resources to our customers. We are seeking a dedicated and skilled Office Facilities Assistant to join our team. If you are a proactive, hands-on individual with a strong work ethic and a passion for maintaining equipment and facilities, we want to hear from you.

Position Overview

We are seeking a reliable and highly organised Office Facilities Assistant to join our team.

As an Office Facilities Assistant, you will provide essential administrative support to our facilities department, ensuring the smooth and efficient operation of our office facilities. As an office facilities assistant, you will be an ambassador for Twinkl, ensuring we provide a welcoming first point of contact for staff, visitors and contractors who access our workspaces. Your responsibilities will include undertaking key health and safety tasks, coordinating maintenance requests, assisting with seating, hotdesking and return to work requests, and handling various administrative tasks. The ideal candidate has excellent organisational and communication skills, strong attention to detail, and the ability to multitask effectively.

Key Responsibilities

Office Supply Management:

• Maintain Inventory of office supplies and equipment.
• Monitor stock levels and reorder supplies as needed.
• Collaborate with vendors to ensure timely delivery of supplies.
• Manage office supply budget and seek cost-effective solutions.

Maintenance Coordination

• Receive and process maintenance requests from all staff members.
• Coordinate with external service providers to schedule repairs and maintenance tasks.
• Track and follow-up on open maintenance tickets to ensure timely resolution.
• Assist with inspections and ensure compliance with safety and security standards.

Space Management

• Working as part of the office management team to ensure that the office building is open from 06:30am and that the serviced hours close-down process at 18:00pm is completed.
• Assist in coordinating office access and seating arrangements.
• Update floor plans and maintain accurate records of office layouts.
• Coordinate office moves and relocations as required.
• Ensure office spaces are well-maintained and organised.

Administrative Support

• Assist with Scheduling meetings, preparing meeting rooms, and coordinating audiovisual equipment setup.
• Support facilities team with data entry, record-keeping, and report generation.
• Assist in organising company events, including setup and cleanup.
• Handle incoming calls and direct inquiries to the appropriate personnel.

Safety And Security

• Carry out H&S inspections on a regular basis.
• Monitor office security systems and assist in maintaining a safe work environment.
• Coordinate emergency preparedness activities, such as fire drills and evacuation plans.
• Maintain and update emergency contact lists.

Requirements

To succeed in the role, you will need:

• Experience of working in an office/corporate environment.
• Good organisational skills, with the ability to manage several active tasks.
• Presentable and able to communicate with a wide range of people.
• Able to step up to cover for other colleagues.
• Provide hands-on and practical problem-solving skills.
• Experience of Health and Safety at work issues including risk assessments.
• Fire and first aid certificate or willingness to learn.
• Taking ownership of your area within the facilities/office team.
• Have a flexible approach to the role.
• Ability to prioritise workload effectively, with good organisational skills.
• Able to work from your own initiative.
• Excellent time management skills.
• Excellent communication skills.
• Good understanding of IT.
• Minimum 2 years experience in facilities is desired but not compulsory.
• Expected to open and close the building.
• Full driving licence desired but not compulsory.
• Working knowledge of Google Drive.

You’ll Work With

Our office manager, Michael, as well as Aislinn, the Facilities Cleaning and Operations Coordinator, our team of facilities assistants, the cleaning team, Estates Manager Jake and the wider estates team. Our dynamic and hardworking team takes responsibility for the firms’ facilities and property management across all offices to make sure the surrounding environment is suitable to work in. The services we manage include cleaning, security, energy management, health and safety, replenishing stationery, and taking care of any internal moves/changes.

In return for everything you can bring, we can offer you an exciting role in a fast-growing and dynamic business, with plenty of career opportunities.

Here’s a couple of the things that make Twinkl a great place to be:

• A friendly, welcoming and supportive culture. We believe work should be fun and always put people before the process
• Diversity, inclusion and belonging – our Employee Network Program includes working groups for LGBTQ+, People of Colour, Disabilities (visible and invisible), Women in Tech and Working Parents.
• From day 1 – Westfield Health, 33 annual leave days per year (pro-rata) inclusive bank holidays, a \”Me\” day each year, a charity day each year, flexible working policy with opportunities to work from home and Twinkl subscriptions.
• Quarterly company awards programme
• Seasonal events
• Referral scheme
• Cervical and Prostate screening
• Company sick pay after 3 months of service
• After probation – cycle-to-work scheme
• Long-term service reward – Life insurance, enhanced pension contribution, enhanced maternity pay, enhanced adoption pay and enhanced paternity pay, long service award, long service annual leave

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