Facilities Assistant

Unify are delighted to be recruiting a Facilities assistant for a global FM company based in Colchester.

Job Title: Facilities Assistant

Shift: 11:00 – 19:00 (Wednesday 07:00 – 13:00)                            

Based: Colchester C03 3XL

Reports to: Operations Manager

PURPOSE OF THE JOB

As Facilities Assistant you will collaborate with colleagues to inspire customer moments of delight and pursue amazing outcomes each day. You will be an ambassador of a one team approach within the Property Service team, and the Client, providing high quality customer service and experiences, creating a fun and safe place to work including office administration, health & safety activities, and Ad hoc service requests. The ideal candidate will be customer focused, highly motivated, proactive and show great initiative to keep the office running smoothly.

MAIN DUTIES AND RESPONSIBILITIES

CORE DUTIES

• Establish good working relationships with staff to be recognised as the natural go to person and a trusted partner
• Provide one-to-one support to the FM.
• Assist with staff queries in person, by email or via telephone.
• Communicate effectively with all customers, as well as peers and the FM team displaying accuracy and attention to detail both in verbal and written communication.
• Provide a professional service by ensuring the site facilities are in excellent working order by logging and reporting any issues to the M & E provider in a timely and efficient manner. You will then be expected to monitor the progress of the issue and follow until completion.
• Carry out scheduled daily walks of the office floors, ensuring cleaning / maintenance standards are maintained while proactively spotting potential user issues / H&S issues and coordinating their resolution appropriately.
• Managing and allocating private lockers change to Manage all aspects of the Condeco system.
• Booking couriers on the request and maintain the courier spreadsheet with up-to-date information
• Ensure first aid and fire marshal posters are updated regularly.
• Prepare calendar for the next day with the meeting room request.
• Maintain a strong awareness of business activity and communicate all updates with your team members as required.
• Take personal responsibility to resolve any issues or complaints as far as possible. Ensure all issues, even if successfully resolved by you are communicated to the Facilities Manager for awareness
• Manage equipment inventory and keep up to date.
• Support the training of any new team members, ensuring that all SOPs are followed.
• To carry out any reasonable task requested by the FM or Account Manager.
• Contact the Account Manager to report late or sick within the set time scales.
• Always maintain confidentiality. Keep all information and materials relating to the business.
• Ensure any issues or concerns are reported to the Facilities Manager or Account Manager
• To liaise and communicate with Facilities Team and other service departments in a clear and timely manner to ensure service delivery and teamwork.
• To report any maintenance issues in the building to the M & E provider.
• Proactively deal with enquiries and requests in person, via the telephone or email, in a timely and professional manner
• Respond to emergencies within the building by acting as Fire Marshal, First Aider. Liaising with the Facilities Manager and Building management when required.
• Support with the setup of meeting rooms, courier booking, as well as other tasks associated with back of house duties.
• Support with CCTV operation, access card printing, access reports and other related administration associated with Security.
• Be prepared to cover other areas within Property Services as required.

Core Skills & Competencies

• Maintain a professional, polite, and considerate manner at all times.
• Must be confident and be able to communicate at all levels.
• Discuss any training needs or requests with the FM or Account Manager.
• Ensure that customer expectations are met in the buildings whilst embracing the One Team Approach
• Excellent customer service skills and proactive approach