Location Facilities Administration
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Job Location:
Monthly Salary:
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
Role Purpose
Our global real estate vision is focused on end user experience and integrating a hospitality concept to all of our locations. We will create adaptable and flexible workspaces whilst ensuring uniformity &consistency in brand image all underpinned by a facilities service which is managed centrally yet executed locally helping to foster our Brilliantly Different culture.
As core member of our Location Facilities team you will contribute to the efficient operation of our workplace supporting environments that foster collaboration and productivity for our colleagues across our global locations.
You will act as the front of house for our location as well as being responsible for the co-ordination of local facilities & procurement activities.
Role and Responsibilities
- Act as Front of House for your location. Ensure a positive experience for attendees of meetings and events; setting up meeting rooms to booking requirements organize and co-ordinate refreshments carry out regular checks of meeting rooms to ensure cleanliness and correct set up arrange the cleaning of rooms post meeting ensure all meeting rooms have the agreed set up and lay out.
- Provide basic technical support on Audio Visual equipment and assist with meeting administration requirements where requested. Be responsible for the reporting of operational and technical problems
- Provide assistance to clients visitors and colleagues on matters including but not limited to; building facilities and procedures and policies
- Manage and maintain the location visitor -ordinate the issue and collection of building access cards for new-joiners leavers and visitors. Carry out monthly and quarterly reconciliations
- Provide administration support to the facilities and real estate team location committee and senior management as required; including but not limited to dealing with post organizing couriers scheduling meetings co-ordinating transportation requests and hotel & restaurant bookings providing local information and recommendations for visitors assist in the arrangement of quarterly town halls
- Provide support and assistance for location procurement by ordering and receiving goods and services as well as coordinating with suppliers and vendors. Maintain sufficient stock levels of office supplies and assist in stocktakes. Providing support in the review and monitoring of budgets
- Assist in the co-ordination of maintenance cleaning and catering services for location.
- Provide assistance and support to set and maintain high standards for building services ensuring adherence to building policies and procedures
- Assist in the completion of Risk Assessments and regular walk throughs of the office. Identity and report findings
- Provide administrative support and co-ordinate activities in relation to Business Continuity Procedures and Health and safety matters. Assist in the scheduling and carrying out fire drills and co-ordinate and book training for first aiders and fire wardens
- Any other duties as directed
Qualifications :
Education Requirements
No Specific qualification requirements
A good level of general education
Fluency in English is essential the ability to speak local languages is advantageous but not essential
Additional Information :
Work Experience
- Previous experience in facilities front of house or general administration
Functional/Technical Skills and Knowledge Requirements
- The ability to plan organize and problem solve
- The ability to communicate with people at all levels
- Able to prioritize and work on multiple tasks at the same time
- Able to work under own initiative and manage own time effectively
- Knowledge and experience of working with Microsoft Office (Word Excel PowerPoint Outlook)
- Knowledge of budgeting and invoicing (desirable)
Behavioural Competencies
Client Focus
- Responds to staff and client needs and queries in a timely approachable and responsive way
- Understands key client requirements and expectations and is willing to be flexible and adaptable to support client needs
- Have a client-centric mentality to deliver an excellent client service always offering reliable and consistent support
- Good communication skills and grace under pressure when dealing with queries
- Willingness to go above and beyond to meet client demands
Drive for Results
- Possess the initiative to prioritize requests and find ways to streamline workflow.
- A creative mind with an ability to make improvements.
Remote Work :
No
Employment Type :
Full-time
Key Skills
- Employee Evaluation
- Facilities Maintenance
- Maximo
- Facilities Management
- HVAC
- Mechanical Knowledge
- CMMS
- Maintenance Management
- OSHA
- Maintenance
- Cordova
- Supervising Experience
About Company
Were more than just fund administration. Our offerings include a scope of solutions not historically provided by asset servicing companies. From fund financing to subscription lines of credit, securities lending, foreign exchange (FX) services, consulting services and beyond, we help ... View more
