Facilities Assistant
Colchester, England

Job Reference: CEX-FAC-09849

Location: Colchester, England

Closing Date: 11/05/2020

Department: Facilities

Division: Global Support

Role Profile

To provide an efficient and professional Office Services support for UK Shared Services, Informa Intelligence and Informa Markets colleagues based at the Colchester office, as well as fulfilling reception activities and covering the Group Switchboard.

Facilities Duties & Post Room

  • Building maintenance and small DIY tasks
  • Assist Facilities Manager in organising contractors for larger maintenance tasks
  • Assist Facilities Manager in Health & Safety testing, monitoring and audit requirements
  • Organise all outgoing overseas consignment requirements
  • Respond to and resolve Facilities ServiceNow tickets
  • Activate new and deactivate old staff ID passes (assist with printing out new passes)
  • Assist with desk moves
  • Assist with DSE compliance by adjusting monitor arms for screens
  • Opening and distribution of post
  • Distribution of twice weekly fruit deliveries
  • Provide administrative support to the department (and/or other departments) as and when required (eg cheque input onto SAP and invoice scanning)
  • Assist Office Concierge and Facilities Manager with any other ad hoc duties

 

Reception Duties (back up Office Concierge)

  • Maintain Office Services data (e.g. car park monitoring, floor plans, KPI figures) and communication methods
  • Answer calls politely, quickly and efficiently using Arc Switchboard
  • First point of contact.  To meet and greet visitors, members of the public, and colleagues to the company in a friendly and courteous manner
  • Assist in keeping the office areas clean and tidy
  • Record and handle all incoming and outgoing couriers
  • Book meeting rooms and hot desks
  • Stock control and ordering for stationery, kitchen and post room supplies
  • Deputising for the Office Concierge when required
  • Provide refreshment ordering service for Colchester office
  • Provide meeting organisation support when required for meetings, conferences, training and presentations held at the Colchester office, including set up of meeting rooms

 

 

What we’re looking for

Overview of the ideal candidate profile to include the following points:

  • The ability to communicate effectively with a wide range of internal and external customers
  • A polite and friendly manner with good telephone voice
  • Excellent communication skills both written and verbal
  • Good computer skills
  • Ability to work with diversity
  • Good organisational skills
  • Understand the necessity for confidentiality
  • Understand the role of teamwork in providing a quality service
  • Excellent customer focus
  • Motivated and enthusiastic
  • Commitment to ongoing process and department improvement and development
  • Professional appearance
  • Experience of working Arc Switchboard system (though full training given)
  • Previous proven reception experience
  • Qualified to carry out PAT (portable appliance testing) – optional

 

 

 

What’s in it for you

This role would suit a candidate who enjoys a variety of opportunities that are split between desk-based and activity-based tasks.  There are regular tasks that must be completed, along with planned maintenance tasks, but we are a reactive department dealing with situations that come up and require action, sometimes at short notice. 

The ideal candidate will be motivated, enthusiastic and capable of working both as part of a team and on their own.  On-site training will be given and opportunities for growth within the role are available.  Knowledge of simple DIY tasks (how to use a drill, put up pictures/posters, build/dismantle desks etc) would be useful, though we use external contractors to carry out any large projects.

As a team we undertake the Health & Safety for the building, so there will be an opportunity to gain the IOSH qualification and to train to carry out our annual PAT testing on mobile items such as laptop chargers, using asset listings provided.  Opportunities to expand this knowledge will be encouraged.

The team runs the Group Switchboard for the UK offices using the Arc Switchboard system, other software used includes Outlook, Excel, Word, SAP and Teams.

 

This position is now closed. We are no longer accepting applications for this position.

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