Purpose of the Role

The purpose of the role is to provide support to the Facilities Manager and the wider Facilities team, reporting to the Print and Postroom Supervisor. The highest levels of customer service to be provided to our internal and external stakeholders. The facilities assistant will be responsible for maintaining high standard of work in relation to post and print room services along with other facilities duties within the scope of our facilities instruction.

Key Responsibilities

• To work alongside the Facilities Management team in a support role cover duties when other members of the facilities team are on leave or absent
• To provide the Facilities Managers with administrative support
• Ensure that the day-to-day running of SEI London office is effective and efficient
• Assist post room operations with Post and Reprographic duties
• Support all Mail and Logistics requests including daily delivery of mail and signature mail to staff
• To be familiar with the franking machine operation and all Royal Mail on line mail despatch websites such as Click and Drop and Royal Mail On Line Business Account
• Accurately complete required outgoing mail data reports for daily despatch records
• To despatch via online courier booking system all same day, UK Overnight and International shipments
• To scan incoming mail documents efficiently and follow all scanned mail documentation procedures
• Providing a first line fix for all printers on the SEI site
• Management of stationery and paper supplies to all print hub areas within SEI
• To have an understanding of all print requirements and to be able to produce printed documents to a high standard
• To be familiar with the Fiery Command Workstation for printing and logging all incoming print requests
• Plan and prioritize print request workloads, considering the technical requirements and expected deadline
• Have an understanding of all print finishing equipment and their health and safety requirements
• Carry out routine daily, weekly and monthly checks of SEI London office and report any issues on helpdesk system escalating to the Facilities Manager where necessary
• Provide support in conducting new starter and contractor inductions
• Administer various software systems including Condeco, Workrite & Datastation, eLogs
• Assist with AV requirements and meeting room set up during busy periods
• To be a Fire Marshal for SEI and actively participate in fire safety arrangements in relation to evacuation
• Assist Senior Facilities Management team with office moves and accommodation related projects.
• Actively participate in the in-house weekly/monthly/bi-monthly FM meetings.
• Ensure familiarity with all aspects of SEI London Facilities Team, to be able to cover for other members of the team when on leave or absent.
• To assist Events team with office events including setting up furniture which may involve working some evenings occasionally.

Skills, Knowledge and Experience

Essential

• Proficient in a full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook
• Experience in setting up and administration of detailed record keeping systems
• Experience in operating CAFM systems
• Able to work on own initiative and meet tight deadlines
• Excellent written and verbal communication skills
• Experience of post and print operations within a corporate environment
• Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of the SEI London Office

Desirable

• Broad knowledge of office administration within a facilities management/property management environment
• Experience of dealing with senior level staff confidently with excellent verbal and written communication
• Experience and knowledge of helpdesk systems and procedures
• Experience working within a Facilities Management team
• Understanding of Health & Safety Legislation
• IOSH qualification

Working Hours - 09:00-17:30 / 07:00-15:30 (Variable shifts)

 

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Please see our Benefits Booklet for more information.