Facilities Management Assistant
Job Description
<strong>Job Description</strong><p><br></p><strong>Job Title:</strong> Assistant Facilities Management<p><br></p><strong>Report to:</strong> Facilities Manager<p><br></p><strong>Overview of Role: </strong><p><br></p>We are looking for people like us; hardworking, motivated, driven and of course fun!<p><br></p>As a Facilities Assistant, you will be working with the Facilities Manager to make sure that the building is in the best condition for the employees who work there. You will also be providing administrative duties, helping oversee the day-to-day operations of a building or facility, may be having an array of responsibilities from office work to handyman duties, and taking part of the operations team reporting directly to the Facilities Manager.<p><br></p><strong>What you will do:</strong><p><br></p><ul><li> Ensure the delivery of Facilities Management services to a high standard. Identifying opportunities that will continuously improve all aspects of FM operations</li><li> To be responsible for all external contractors in the building on a daily basis, Cleaning, Maintenance, Catering, Plant Maintenance and Pest Control ensuring all SLA’s and KPI’s are maintained.</li><li> Carry out building & meeting room checks on a daily basis, ensuring any issues are dealt with in a prompt and efficient manner.</li><li> Update the Staff Floor Plans on a monthly basis and distribute to staff as required.</li><li> The ordering and upkeep of the stationery that is used by the entire building. Includes placing weekly order also first point of call for all printer enquires and ordering the consumables.</li><li> Assisting the Facilities department with office moves.</li><li> Ordering new furniture as and when required.</li><li> Organisation of meetings: venue and welfare arrangements.</li><li> Organise and maintain records for invoices, expenses and financial records.</li><li> Act as point of contact for company departments and contractors ensuring lines of communication are maintained and regularly monitored – such as email, mail, telephone and helpdesk.</li><li> Ensure attending contractors onsite have authority to work and have provided the correct health and safety documentation to commence work. Record contractor activities onsite.</li><li> Support and assist the Facilities Manager and the team with administration requirements.</li><li> Liaise with service providers and contractors to ensure regular activities are undertaken e.g. recycling, courier services.</li><li> Manage contractors, contracts and suppliers as directed to ensure service delivery.</li><li> General health and safety duties including risk assessments, contractor monitoring and other statutory and not statutory site requirements.</li><li> Assist with maintaining the property to an acceptable condition utilising the approved external cleaning, grounds & waste services and security contractors respectively ensuring that the site is fully operational at all times.</li><li> Prepare for Health & Safety and Environmental audits.</li><li> Carry out the building fire drills and ensure a maintained fire marshal system, organize Fire safety training with staff in line with legislation, organize First Aid training with staff in line with legislation.</li><li> To ensure that Procedures are adhered to in relation to all purchase requisitions and invoices within Facilities.</li><li> Ensure signage on site appropriate and current at all times.</li><li> Demonstrate permanent high level of security awareness, knowledge of emergency evacuation procedures as well as general Health & Safety</li><li> Help with Event setups.</li><li> Answer all department emails in a timely manner and ensuring the inbox is managed correctly</li></ul><p><br></p><strong>What we need from you:</strong><p><br></p><ul><li> Good IT skills including Microsoft Office (especially Excel & Power Point)</li><li> Good understanding of M&E</li><li> Strong track record of managing external relationships</li><li> Demonstrable understanding of purchasing, invoicing & procurement processes</li><li> Excellent written and spoken communication abilities</li><li> Excellent interpersonal skills</li><li> The ability to work under pressure.</li><li> Very good level in English</li><li> The drive to work pro-actively independently and as part of a team</li><li> Communication style that allows positive and open dialogue with clients and employees</li><li> Working style that encourages team-work both within the role and across business functions</li><li> Collaborative working spirit that enhances and builds effective working relationships both internally and externally.</li><li> The ability to multi-task effectively and prioritise workload</li><li> Well organised with excellent attention to detail/accuracy/prioritisation</li><li> A good understanding of the distribution business would be an advantage</li><li> A ‘can do’ attitude using own initiative, innovative and self-motivated</li><li> Accurate, diligent, self-motivated, focused and reliable.</li><li> The ability to work un-supervised</li><li> An appreciation of clear and exact communication of detail</li><li> An ability to anticipate expectations and resolve issues</li><li> Experience in AutoCAD is a plus</li><li> A University Degree in Architecture, Design.. is preferred</li></ul><p><br></p><strong>About National Pen</strong><p><br></p>National Pen’s personalized promotional products are created for and inspired by small businesses. With more than 50 years of experience and serving 23 countries worldwide, National Pen provides personalized marketing solutions that help businesses connect with their customers through a personal brand experience. National Pen offers a broad range of personalized promotional products, including writing instruments, stationery, drinkware, bags, gifts, and trade show accessories, and operates via a network of more than 10 facilities across North America, Europe, Africa, and Asia.<p><br></p>To learn more, visit: http://www.pens.com<p><br></p>National Pen is a Cimpress brand (Nasdaq: CMPR).<p><br></p>
