Facilities Assistant

at  Balfour Beatty

About the role
Balfour Beatty has an exciting opportunity for a mobile Facilities Assistant to join our Enabling Functions team to work in BB Focus Point, Kings Cross & BB Canary Wharf 5 Churchill Place
Role Purpose:
An enthusiastic individual with previous experience of working in a similar role in a corporate environment is required to provide ‘front of house’ and facilities management support for both of our Canary Wharf and King’s Cross offices. The offices have been designed to provide a bright, modern and flexible working environment to encourage collaborative working practices and the Facility Assistant will be expected to support the Facilities Manager, the Facilities Supervisor and the other Facility Assistants to ensure our offices are maintained and managed to an exceptional standard. The shift patterns are expected to be between 08:00-17:30 Monday to Friday. Occasionally different working patterns or additional hours may need to be worked to cover operational requirements, sickness or holiday leave.
What you’ll be doing
Reporting to the Facilities Supervisor and working with the existing Facility Assistants. There will be a wide range of duties including as a minimum the following: -
Front of House
Located at the reception desk, the Facilities Assistants will be the first point of contact for external visitors and will be expected to provide First Class front of house/reception services to include the management of visitors, telephone answering dealing, dealing with queries raised through the shared mailbox, dealing with all day to day queries raised by employees, visitors and contractors to the site which are raised either in the work flow management system or directly. You will be expected to assist with the provision of other services/support as required.
Meeting Rooms
The Facilities Assistants must ensure that the meeting rooms are maintained to an exceptional standard at all times and will be responsible for managing the booking system, checking/clearing rooms between meetings, carrying out operational checks of equipment and arranging hospitality with the on-site caterer as required.
Mailroom
The Facilities Assistants will be responsible for incoming/outgoing post including distribution to recipients and liaison with the landlord’s courier room as necessary.

Other Duties

• Carrying out general admin support duties as and when required.
• Management of the access control system, issue of passes to Balfour Beatty staff and liaison with the landlord for building passes etc.
• Ordering and replenishing kitchen and office consumables, ensuring the tea point areas are maintained to an exceptional standard throughout the day.
• Responsible for stock control in various areas including stationery and proactively stocking up print stations.
• Providing support to the Facilities Manager and Facilities Supervisor as required, including admin support, assisting with the management of hard and soft FM contractors, assisting with the effective maintenance of the space, assisting with production of the annual budget and ensuring up to date records are maintained for the facility.
• Proactively reporting any maintenance issues around the building and following through to resolution.

Who we’re looking for
You will have the following qualities and experience:

Essential

• IT literate with a good working knowledge of the Microsoft suite of programmes
• Exceptional customer services skills
• Must be confident in dealing with people at all levels
• Experience in the provision of Front of House services at a Corporate Level
• Excellent verbal/written communication skills
• Excellent organisational skills

• First Aid/Fire Marshall qualification (training will be provided)

  Desirable

• Carrying out general admin support duties as and when required.
• Management of the access control system, issue of passes to Balfour Beatty staff and liaison with the landlord for building passes etc.
• Ordering and replenishing kitchen and office consumables, ensuring the tea point areas are maintained to an exceptional standard throughout the day.
• Responsible for stock control in various areas including stationery and proactively stocking up print stations.
• Providing support to the Facilities Manager and Facilities Supervisor as required, including admin support, assisting with the management of hard and soft FM contractors, assisting with the effective maintenance of the space, assisting with production of the annual budget and ensuring up to date records are maintained for the facility.
• Proactively reporting any maintenance issues around the building and following through to resolution