Facilities Officer, 12 month FTC

Job Description

To provide assistance in the efficient running of the company’s facilities department ensuring that all departments within the company receive a high-quality service in relation to their needs.

To participate in the general administration within the facilities team in contributing towards essential services such as front of house reception, office maintenance, cleaning, catering, waste disposal and recycling, to include but not limited to: 

• Controlling and Monitoring meeting room suites and ensuring that any room setups are completed prior to the arrival of visitors and cleared after meeting ends.
• Organising catering requests
• Greeting clients and contractors.
• Arranging taxis for airport transfers and update of logs for billing purposes.
• Handling incoming switchboard calls.
• Liaising with the building manager and its concierge service.
• Ensuing security procedures are followed.
• Timely opening, scanning and distribution of all incoming external mail to various departments.
• Weighing and stamping external post prior to delivery to the post office and organising special deliveries when required.
• Organising Couriers through DHL.
• Scanning and paper filing as required.
• Monitoring and ordering of milk supplies
• Ordering of weekly fruit
• Ensuring staff and client kitchens are fully stocked.
• Monitoring Reception and Facilities email accounts.
• Ensuring stationary supplies are kept within business requirements and updating where necessary.
• Ensure facilities invoices are processed for payment in a timely manner.
• Update of suppliers invoices log for categorisation of items.
• New joiner setup – allocation of entry fobs and update of logs.  Ensuring desk is prepared for their arrival.
• Assisting the Office Manager as and when required.