Facilities Assistant

Position: Facilities Assistant

Reporting to: Facilities Manager

Contract type: Full Time/Permanent

Location: London - Office based - 5 days per week - Monday to Friday: 09:30 - 18:00

Due to the operational nature of the Facilities function, occasional evening and weekend work may be required to support office projects, maintenance works or contractor activities outside of normal business hours. Flexibility in this regard is essential.

Overview of role:

In this varied and hands-on role, you will support the Facilities Manager in the day-to-day running of a busy corporate office environment. The successful candidate will play a key role in ensuring the smooth operation of facility services across the London office. This position requires a reliable, proactive and highly organised individual with a strong work ethic, capable of managing multiple tasks and responding to operational requirements as they arise. You will act as a key point of contact for the Principal's, Zodiac staff members, contractors and suppliers, helping ensure the office runs efficiently and that high standards of service are consistently maintained.

Key responsibilities and primary deliverables:

• Act as the first point of contact for internal staff.
• Filing, scanning, printing, photocopying, typing, laminating and document binding as requested.
• Take ownership of the credit card reconciliation for the department and raise any queries with the Facilities Manager as needed.
• Support with the fire drills in accordance with company and landlord guidelines.
• Monitor and manage the London facilities outlook mailbox.
• Monitor stationery supplies and vending supplies, create order lists and manage stock upon delivery.
• Show contractors around site and supervise when required.
• Complete bank verification for new suppliers.
• Package and send all office-based documents to Vessels, liaise with external agents and manage e-mail communications for the shipments.
• Track all shipments and deal with any delays ensuring they meet their final destination.
• Assist with post, couriers & deliveries for the office in a timely manner.
• Track all DHL invoices for approval/allocating each shipment to the correct department and file accordingly.
• First point of contact for all Superintendents for accommodation requests.
• Manage hotel bookings for Superintendents coming to the UK, keeping track of the duration of stays, check-outs, extensions etc.
• Check all invoices received match records and send to Facilities Manager for approval.
• Oversee and manage the company apartments availability for Zodiac staff.
• Ensure that all bills related to the company apartments are accurate and paid on time.
• Make relevant taxi arrangements for team members upon request.
• Keep an accurate record of PPE given to team members for vessel visits, ensuring that it is returned once visit is completed.
• Ensure the company car is available for vessel visits if required.
• Assist the Facilities Manager with the organisation of company events.
• Assist with company lunches.
• The ability to navigate around the Facilities SharePoint site and ensure all documents are filed and stored correctly.
• Assist with office moves and redesign projects for the office.
• Attend to any general office requests.

Skills profile:

• Previous experience in a similar role as part of a Facilities team in a corporate office environment.
• Previous experience working with and supervising contractors and suppliers would be advantageous.
• Proven ability to deliver excellent customer service with a flexible approach.
• Highly organised with the ability to manage multiple projects and prioritise work streams under pressure & problem solve where required.
• Ability to work both independently and as a team player always ensuring that tasks are completed to the highest standard and cohesion within the team is maintained.
• Ability to build up trust with colleagues and staff quickly and engage with various stakeholders.
• A flexible, friendly, helpful, enthusiastic, can-do attitude, with an eagerness to assist fellow team members and colleagues.
• Strong ability to take accountability for your own work streams supported by a commitment in supporting successful outcomes for the team.
• Strong oral and written communication skills.
• Intermediate knowledge and proven ability in the use of Microsoft Office applications.
• High school diploma or equivalent.
• First Aid.
• Health and Safety in the Workplace – L2.
• Driving licence and confidence driving in Central London is essential for this role.

Due to the high volume of applications, we regret that only shortlisted candidates will be contacted.