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Operations/Facilities Assistant

  • Location: City of London, London
  • Sector: Secretarial
  • Salary: £25000 - £27000 per annum + plus excellenrt benefits and bonus
  • Job type: Permanent
  • Date posted: 05/02/2018
  • Job reference: MM - 4647
This vacancy has now expired.

My client who is a very well established and renowned financial house based in the heart of the City is looking

for someone who can assist the Front of House team to ensure that a first class service is provided to all external visitors and staff. Day to day responsibilities will primarily involve ensuring all meeting rooms are fully stocked and in good order for the day, working with Reception & the Housekeeper to plan ahead as needed; ensuring that all staff areas are to standard, working with on-site engineering and cleaning teams, contractors and assistants. There will be a number of ad-hoc responsibilities which may include but are not limited to; project work, departmental moves & changes, new process initiatives, assistance / co-ordination for in-house events - weekend working may also be necessary from time to time.

Responsibilities will include:

  • Ensuring the Meeting Room Suite is in immaculate condition day to day, fully stocked and ready for meetings booked in to the relevant rooms
  • Conducting weekly checks of the office reporting any issues / faults, requirements or ad-hoc requests to accommodate meetings and / or events to the in-house support teams (engineering, cleaning, IT, AV etc.)
  • Distributing post which may include handling internal couriers or special deliveries
  • Covering Reception as required to ensure it is manned at all times. Receptionist duties include; answering & screening telephone calls in a professional manner, booking/managing meeting rooms, organising external couriers, door access control for joiners & leavers plus issuing and tracking temporary & lost passes
  • Phonebook database management via CRM
  • Assisting with in-house Events to include cloakroom, registration and pre-planning set up
  • Ordering & maintaining reasonable levels of stock (stationery, kitchen supplies, binding equipment/presentation accessories.
  • Processing & crosschecking invoices and monthly credit card statements
  • Arranging & tracking Health and Safety Training and DSE appointments
  • Helping to manage the Operations Management contract store / tracking
  • Assisting in the management of contracts and contractors on site to include catering, specific machinery on site, plants for meeting rooms etc.
  • Some manual handling will be involved in the role e.g. setting up meeting rooms, lifting chairs
  • Updating and managing spread sheets (new joiners and leaver tracker, Health and
  • Safety Training, DSE Tracker)
  • Arranging & managing photo shoots for new joiners and internal staff
  • Other administration tasks as required and ad hoc duties.Skills and experience required
  • Previous administrative/receptionist experience required
  • Demonstrating ability to perform under pressure in a fast paced environment
  • Great attention to detail and demonstration of financial awareness
  • Excellent time management and organisational skills in order to prioritise
  • workload and to deal with several tasks at once
  • Motivation and willingness to complete projects within agreed timeframes and to high quality standards
  • Trustworthiness when dealing with sensitive or confidential information
  • Attention to detail is required for maintaining high levels of presentation at
  • Reception and room set-up standards
  • Must be comfortable working as part of a team as well as autonomously as you will be required to take initiative on individually appointed tasks, but also to work as part of a team on projects
  • Qualifications that reflect adequate numeracy and English skills
  • MS Office knowledge (such as Outlook, Word, Excel and PowerPoint)

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