Senior Office Services Assistant

PURPOSE:

To ensure the smooth day to day running of the London general office services responsibilities across 7IM & PWM space.  This will include any maintenance issues, keeping the office in good state and repair to a high standard.

Communication across the business will be essential, empowerment and decision making and working closely with the Head of Facilities.

This role will report into the Head of Facilities & Office Services for the 7IM Group and will require 5 days a week presence in the office, with the possibility of some weekend work when required.

RESPONSIBILITIES:

• Oversee the day to day running of the Angel Court London office to include monitoring and resolving maintenance issues, sourcing contractors to carry out repairs or maintenance works and ensuring the contractual cleaners are carrying out their duties to a high standard.
• Take the lead on specific tasks relating to general office services duties;

  - stationery stock levels for the London office and look to maintain competitive costs between our suppliers and ordering elsewhere online.

  - regularly restock printers with paper and toners, collect & deliver, etc.

  - check locker battery levels on a monthly basis and swap out those running near low.

  - arrange quarterly locker clear-outs to ensure that empty lockers are free and clean.

  - working alongside the Office Services Assistant to process the daily incoming mail and virtual mailbox (outlook based) and processing mail in the SWAP system and to fully understand the incoming mail system, the distribution of the electronic postal system and how it feeds into the daily SLA’s of the company.

  - process outgoing mail using the franking machine, to include standard, signed-for and special delivery distribution, and on occasion arrange couriers via the reception team.

• Ensure regular Health & Safety audit checks are carried out, keeping costs reasonable and following the Purchase Order approval process.
• Working with the building management team to report issues and follow up remedial actions.
• Attend regular tenant meetings run by the building management alongside the Head of Facilities.
• Assume the role of a Fire Marshal and organise annual training sessions and ensure we have the correct number of Fire Wardens and Marshals in the London office.
• Assist with archiving company documents and sending to offsite storage, whilst maintaining accurate logs in Excel.
• Assist with the fulfilment of literature & event equipment requests for the Client Experience Team, ensuring that they are packed, couriered and managed alongside the team and returned to the office and dealt with correctly.
• When required, support the Front of House team with room set ups/set down for events. This will include physical manual labour moving partition walls, furniture and chairs.
• Attend quarterly First Aider meetings and be an active member of the First Aid group.
• Provide cover for other Office Services Assistant & Head of Facilities during holiday and sickness, when necessary.
• Supporting the switchboard function when needed, covering incoming phone calls to the required standard, giving callers an excellent first impression of 7IM.
• Additional tasks, as reasonably required by your line manager.

SKILLS:

• First Aid training will be given and is essential for this role.
• Fire Marshal training will be given and is essential for this role.
• Good team player & self-motivator.
• Outstanding attention to detail.
• Professional in all business dealings and maintaining strong 3^rd party supplier relationships.
• Negotiation skills when dealing with suppliers.
• Ability to organise self effectively.
• Ability to prioritise effectively.
• Ability to meet and exceed deadlines without loss of accuracy.
• Proactive, good sense of humour and excellent spoken English.
  

• Good working knowledge of Microsoft Office packages is essential.
• Knowledge of Virtual Cabinet software beneficial but not essential.
• Knowledge of Financial Services would be beneficial but is not essential.

• First Aid at Work training preferred – this will be part of this role.
• IOSH or NEBOSH qualification preferred.

• Reporting to the Head of Office Services & Facilities, this role needs someone who is self-motivated, empowered with the resources and knowledge they are given and seek support when required from their line manager.
• The role will be a 5 days presence in the office, with some flexibility to work from home when needed with forward planning.
• Weekend work may be required sporadically throughout the year, during building power down weekends and any other ad-hoc maintenance works.
• A high level of service to colleagues and 3^rd party suppliers, good at maintaining positive relationships and delivering a great level of service.
• They must be reliable and enjoy being part of a very busy team environment.
• A flexible attitude to working hours is essential.

• Competitive company matched pension contributions
• Excellent Vitality health care
• Life Assurance
• Income Protection
• Generous family friendly benefits
• 27 days holiday plus bank holidays
• Subsidies gym membership
• Bike2work scheme