Facilities Assistant

We have been appointed to recruit a Facilities assistant for our client in Southwark.Working hours are 8am-5pm Monday to Friday, full time based in the office. This role requires a start on 31st March, for an initial period of 4-6 weeks. There is also the potential for the role to become permanent for the succesful candidate. 

Main Purpose:

• Efficiently manage and coordinate suppliers on-site to ensure exceptional customer service is delivered to both clients and internal customers.
• Serve as the primary point of contact for local stakeholders regarding all Facility Management (FM) requests and issues.
• Maintain daily communication with the FM team to ensure Service Level Agreements (SLAs) are consistently met.
• Deliver outstanding customer service that surpasses client expectations.
• Uphold the professional image and reputation of both the company and the client.

Key Responsibilities:

• Conduct daily office inspections.
• Address observations to suppliers as necessary, ensuring tasks are completed promptly and safely.
• Oversee the day-to-day operations of cleaning, maintenance, and plant suppliers, ensuring scheduled preventive maintenance (PPM) is carried out and any remedial work is quoted.
• Facilitate monthly supplier meetings, ensuring reports are shared and meeting minutes are documented.
• Review supplier Risk Assessment Method Statements (RAMs).
• Perform supplier inspections and audits using internal systems.
• Provide weekly updates to the client.
• Hold bi-weekly meetings with the client to provide updates on local matters.
• Support monthly KPI submissions.
• Handle administrative tasks, including purchase orders (POs) and invoicing queries.
• Ensure service sheets from suppliers are received and saved as appropriate.
• Cover reception duties as needed.
• Foster strong relationships based on trust.
• Oversee the execution of small projects, including moves and churn.
• Assist with weekly site audits and monthly/quarterly health and safety inspections, addressing and documenting any issues.
• Liaise with facilities service providers such as hospitality, maintenance, cleaning, and vending to ensure seamless, timely service.
• Maintain the highest level of customer satisfaction through proactive, high-quality service.
• Keep stakeholders informed and engaged.
• Ensure effective and accurate communication, providing relevant business information.
• Propose improvements to business processes with a positive, constructive attitude.
• Address and resolve any client or customer concerns or complaints promptly.
• Update and manage the master monthly PPM planner, ensuring supporting service sheets are uploaded.
• Raise purchase orders to suppliers with appropriate client approval.
• Maintain the site operations file and central filing system on PRISM in compliance with  the Quality Management System procedures.

Client-Specific Responsibilities:

• Issue and register keys (door, locker, and filing cabinets) and access cards.
• Manage conference and meeting rooms, coordinating all activities for events such as tasting sessions, conferences, internal meetings, product launches, and more. Report any equipment or furniture issues to the service desk.
• Handle laptop and phone distribution, managing stock and acting as the first line of support.
• Provide first-line printer and AV support.
• Conduct a morning walk-through to ensure employees have a safe entry and a clean, organized work environment.
• Address ad hoc requests from colleagues.
• Collect and distribute incoming mail to the appropriate offices and employees.
• Monitor room temperatures and, if necessary, consult with the Building Manager to address temperature-related issues.
• Oversee the day-to-day management of cleaning, maintenance, and plant suppliers, ensuring PPMs are scheduled and remedial work is quoted, while also keeping the client informed of statutory issues.
• Coordinate with the landlord, arrange access for landlord suppliers, and manage their activities within the building.
• Raise purchase orders for the client.
• Ensure the coffee machines are cleaned daily (a key responsibility).

Required Skills and Attributes:

• Proactive and service-oriented attitude.
• Excellent communication skills, maintaining open lines of dialogue.
• Ability to work well under pressure.
• Strong customer focus.
• Exceptional relationship-building skills.
• Flexible approach with a team-oriented mindset.
• Proficient in digital tools and eager to learn new software/systems.
• Strong interpersonal skills.
• Attention to detail and ownership of tasks.
• Effective problem-solving abilities.