Vacancy Title
Facilities Assistant
Business Unit, Department & Location
Overall Purpose of Job

To work as part of the Central Services team in delivering required FM services to the Birmingham Office, working under the supervision of (and reporting to) the Regional Office Manager.

Main Duties, Responsibilities & Accountabilities

Carry out all required mailroom responsibilities – collecting and distributing post / deliveries, maintaining supplies & franking machine credit, booking couriers, liaison with other teams/companies as required, ensuring an efficient mailroom service.

This will involve a lot of manual handling and travelling between floors.       
Stock management of relevant supplies, as instructed by the Regional Office Manager. Carrying out daily building checks, looking for maintenance issues and taking the appropriate action (remedy or escalate to the relevant person).     
Carrying out basic maintenance when required, ensuring issues are resolved quickly. Larger items to be raised with external provider via the Regional Office Manager / Helpdesk.
Setting up / setting back furniture for events at required times.    
Managing the basement stores to ensure space is kept tidy and used effectively.
MFD Maintenance, ensuring sufficient paper and toner stocks, basic fault fixing (paper jams, error codes etc.) and general trouble shooting. Escalating as necessary. 
Assisting with reprographic queries and ensuring the equipment is functioning correctly. Pool car management, ensuring the company pool cars are clean and well maintained. Act as a fire warden in line with company requirements (training provided)
Create access control passes and manage the system.      
As part of the team, carry out archiving responsibilities as required.    
Have a working knowledge of internal systems in order to adequately cover / assist colleagues when required.
Maintain required documentation to a good standard, such as maintenance records. Monitor communications and respond to relevant messages and/or forward them to the appropriate contact as required.  Chase / follow up actions to ensure all requests are completed, and keep staff up to date with their queries in a timely manner.     
Carry out adhoc duties / small projects as required by the team, such as internal moves. Provide support and cover for team mates as required. The above list summarises main responsibilities to be carried out in the role but is not exhaustive. You may be asked to carry out additional activities.

Desired Knowledge, Skills & Experience

Previous post room and maintenance experience
Experience within a facilities team would be beneficial but not essential, preferably within a large organisation   
Have good computer literacy, including Microsoft office applications. Particularly Outlook and Excel.  
Flexible to suit the requirements of the role and the team.
There will be some out of hours work required, and time off in lieu given.    
Able to work unsupervised and prioritise workload to meet deadlines
Be a confident and professional communicator at all levels

We are an equal opportunities employer

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