Facilities Assistant in London

The role involves supporting 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 facilities 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.

• 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 stationary 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 email 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 the 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.
• 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.

• Previous experience in a similar role as part of a Facilities team in a corporate office environment.
• 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.
• Ability to work both independently and as a team player.
• Strong ability to take accountability for your own workstreams.
• 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 and 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.