Junior Facilities and Office Administrator

Our London based client are looking for a Junior Facilities and Office Administrator to join their busy team who will be reporting to the Head of HR and CEO.

General

• Greet visitors
• Manage post and deliveries
• Manage and order stationery supplies
• Order and distribute weekly fruit and refreshments for the company, ensuring old fruit is removed and refreshment stocks are kept replenished
• General office tidiness with particular detail to the Boardroom
• Involvement in the organisation of building spaces, such as assisting with meeting room bookings.
• Organise:
• Welcome CEO meetings
• Departmental Head meetings for all new joiners as in line with HR requirement
• Town Hall meetings – arranging guest speakers and gathering all documents ready for meetings.
• Events and Team Building Activities – sourcing venues and managing bookings and staff comms
• Arrange lunch/refreshments for meetings
• Organise and Programme door passes for all staff, new joiners and visitors
• Provide welcome packs to the new joiners
• Bank wide announcements such as new joiners, leavers and team building activities
• Arrange UK hotel bookings for CEO and Directors

Facilities / Maintenance

• Central point of contact for suppliers, maintenance, security and premises (liaison with cleaners, maintenance etc).
• Responsible for the ordering and maintenance of facility and bathroom supplies
• Maintenance of photocopiers, dishwashers, water machines, alarms etc.
• Ensuring notice boards are presentable and contain current information
• Maintain supplier management matrix and ensure regular reviews carried out to schedule

Health and Safety

• Look after health and safety
• Weekly test of audible fire alarm
• Regular premises checks and maintenance completed when due, e.g. fire safety maintenance, security maintenance and lift maintenance.
• Arrange six monthly fire drill
• Arrange and minute 6 weekly Health & Safety meeting to ensure compliance (ensuring any actions agreed are completed)
• Support H&S including but not limited to reviewing first aid kits and organising training for first aiders and fire wardens
• Organise fire extinguisher services