Facilities Assistant - Finsbury Circus House

Purpose of the Role

The Facilities Assistant supports the Facilities Management team by being a visible, proactive and providing highest levels of customer service across the workplace. Reporting to the Facilities Supervisor, this role is key in delivering excellent service to both internal and external stakeholders, acting as a first point of contact for facilities-related enquiries. The Facilities Assistant role is varied and includes operating the CAFM system, helps track compliance, raises work and purchase orders and maintains a central hub of accurate data. They also coordinate fire marshal and first aid training for SEI, while actively contributing to a safe, secure, and positive working environment.

Key Responsibilities

• To work alongside the Facilities Management team in a support role, learning key aspects of the FM role.
• To provide the Facilities Manager(s) with administrative support and to cover duties when other members of the facilities team are on leave or absent.
• Manage and monitor the completion of PPM tasks completed by contractors (cleaning / maintenance).
• Ensure all statutory compliance data is uploaded to health and safety management system.
• Carry out routine daily/weekly checks of SEI London office and report any issues on helpdesk system escalating to the Facilities Manager where necessary.
• Ensure that the day-to-day running of SEI London office is effective and efficient.
• Assist with conducting new starter and contractor inductions
• Administer various software systems including Proactis, Condeco, Workrite & Datastation
• Assist Facilities Manager with preparing staff communications using in-house system
• Assist post room operations with Post and Reprographic duties and cover during absence.
• Assist Audio Video set up and operations including meeting room set up
• Ensure adequate fire marshals and first aiders are appointed and coordination of training
• Deputise for lead Fire Marshal
• Assist Facilities Management team with office moves and accommodation related projects.
• To assist Facilities Management keep track of facilities expenditure including raising PO’s
• To work alongside the Facilities Manager to ensure that all invoices are received for works undertaken
• To assist with production of quarterly client reports led by Facilities Management team
• Attend and participate monthly contractor meetings with Facilities Management team taking an active role as cleaning and waste champion.
• Actively participate in the in-house weekly/monthly/bi-monthly FM meetings.
• Ensure familiarity with all aspects of SEI London Facilities Team, to be able to cover for other members of the team when on leave or absent.
• To assist Events team with office events including setting up furniture which may involve working some evenings occasionally
• Other facilities related duties as reasonably required

Skills, Knowledge and Experience

Essential

• Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
• Experience in setting up and administration of detailed record keeping systems.
• Experience in operating CAFM systems.
• Able to work on own initiative and meet tight deadlines.
• Excellent written and verbal communication skills.
• Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of the SEI London Office.

Desirable

• Broad knowledge of office administration within a facilities management/property management environment.
• Experience of dealing with senior level staff confidently with excellent verbal and written communication.
• Experience and knowledge of helpdesk systems and procedures.
• Experience working within a Facilities Management team.
• Understanding of Health & Safety Legislation.
• IOSH qualification.

Working Hours - 09:00-17:30 / 07:00-15:30 (split shift)

#LI-DNI

Please see our Benefits Booklet for more information.