Facilities Assistant at Zodiac Maritime United Kingdom

Belgrade, Central Serbia, Serbia -

Full Time

Start Date

Immediate

Expiry Date

06 Jun, 26

Salary

0.0

Posted On

09 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Facilities Management, Office Support, Credit Card Reconciliation, Fire Drills, Mail Handling, Stock Management, Contractor Supervision, Shipment Tracking, Accommodation Booking, Invoice Verification, Event Organization, SharePoint Navigation, Office Moves, Customer Service, Organization, Communication

Industry

Maritime Transportation

Description

The Role Position: Facilities Assistant Reporting to: Facilities Manager Contract type: Full Time / Permanent Location: London - Office based - 5 days per week - Monday to Friday : 09:30 - 18:00 Due to the operational nature of the Facilities function, occasional evening and weekend work may be required to support office projects, maintenance works or contractor activities outside of normal business hours. Flexibility in this regard is essential. Overview of role In this varied role and hands-on role, you will you will support the Facilities Manager in the day-to-day running of a busy corporate office environment. The successful candidate will play a key role in ensuring the smooth operation of facilities services across the London office. This position requires a reliable, proactive and highly organised individual with a strong work ethic, capable of managing multiple tasks and responding to operational requirements as they arise. You will act as a key point of contact for the Principal's, Zodiac staff members, contractors and suppliers, helping ensure the office runs efficiently and that high standards of service are consistently maintained. Key responsibilities and primary deliverables Office and team support Act as the first point of contact for internal staff. Filing, scanning, printing, photocopying, typing, laminating and document binding as requested. Take ownership of the credit card reconciliation for the department and raise any queries with the Facilities Manager as needed. Support with the fire drills in accordance with company and landlord guidelines. Monitor and manage the London facilities outlook mailbox. Monitor stationary supplies and vending supplies, create order lists and manage stock upon delivery. Show contractors around site and supervise when required. Complete Bank verification for new suppliers. Shipments Package and send all office-based documents to Vessels. Liaise with external agents and manage email communications for the shipments. Track all shipments and deal with any delays ensuring they meet their final destination. Ensure that all parties are kept up to date on progress. Post, couriers and archive Assist with post, couriers & deliveries for the office in a timely manner. Track all DHL invoices for approval / allocating each shipment to the correct department and file accordingly. Take mail and parcel items to the post office as and when requested. Accommodation First point of contact for all Superintendents for accommodation requests. Manage hotel bookings for Superintendents coming to the UK, keeping track of the duration of the stays, check-outs, extensions etc. Check all invoices received match records and send to Facilities Manager for approval. Oversee and manage the company apartments availability for Zodiac staff. Ensure that all bills related to the Company apartments are accurate and paid on-time. Make relevant taxi arrangements for team members upon request. Vessel Visits Keep an accurate record of PPE given to team members for vessel visits, ensuring that it is returned once visit is completed. Ensure the company car is available for vessel visits if required. Events Assist the Facilities Manager with the organisation of company events. Assist with company lunches. SharePoint The ability to be able to navigate around the Facilities SharePoint site. Ensure all documents are filed and stored correctly. Office moves / re-design Assist with office moves and redesign projects for the office. Ad hoc duties / projects Attend to any general office requests. Skills profile Relevant experience & education Previous experience in a similar role as part of a Facilities team in a corporate office environment. Previous experience working with and supervising contractors and suppliers would be advantageous. Proven ability to deliver excellent customer service with a flexible approach. Highly organised with the ability to manage multiple projects and prioritise work streams under pressure & problem solve where required. Ability to work both independently and as a team player always ensuring that tasks are completed to the highest standard and cohesion within the team is maintained. Ability to build up trust with colleagues and staff quickly and engage with various stakeholders. A flexible, friendly, helpful, enthusiastic, can-do attitude, with an eagerness to assist fellow team members and colleagues and muck-in as needed. Strong ability to take accountability for your own workstreams supported by a commitment in supporting successful outcomes for the team. Strong oral and written communication skills. Intermediate knowledge and proven ability in the use of Microsoft Office applications. High school diploma or equivalent. First Aid. Health and Safety in the Workplace – L2. Driving Licence and confidence driving in Central London is essential for this role. Due to the high volume of applications, we regret that only shortlisted candidates will be contacted. Location London, London, City of Department Facilities Employment Type Full-Time Minimum Experience Entry-level

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Responsibilities

This varied and hands-on role involves supporting the Facilities Manager in the daily operations of a busy corporate office, acting as a key contact for staff, contractors, and suppliers to ensure smooth service delivery. Key duties include managing office supplies, handling shipments and post, coordinating accommodation for visiting staff, and assisting with office projects and events.