Facilities Assistant
Company name: Signature- Mitie
Job Title: Facilities Assistant
Reporting to (position): Senior Workplace Manager
Our values and behaviours
An individual's belief in our values and behaviours is as important as their technical and/or professional know how which is why our Job Descriptions are written with these in mind.
Job objectives and responsibilities
- First point of contact for Vodafone employees and guests requiring assistance and liaising with relevant department to resolve any issues
- Report into Events Specialist and assist with all onsite events
- Responsible for staff locker management – allocation and auditing
- Deliver exceptional levels of service to clients on-site
- Responsible for ensuring the the high quality presentation of all internal and external areas.
Including but not limited to, main building entrance, office spaces, meeting rooms, events spaces, loading bays and smoking areas
- Ensuring a safe and secure environment thoughout the building
- To be professionally presented and visible at all times
- Continually seek out opportunities to work more effectively and improve customer experience
Main duties
Mail duties
Carry out daily site based deliveries of incoming mail and packages around the site
Carry out the following tasks:-
o Receive mail and courier items (some manual handling may be involved)
o Sort incoming and outgoing mail items
o Log all incoming special/recorded delivery items
o Log all incoming courier items
o Ensure all postal equipment is operable and reporting any faults
o Responsible for ordering Mailroom consumables.
- Delivering ExCo courier items to the respective PAs work station
- Continuously review and update Mailroom Daily Procedure Guide
Facilities
- Site walk round inspections – Ensuring all Facility duties are adhered to
- Raising maintence jobs on Edison and checking that they have been completed
- Work closely with cleaning team and ensure that all office areas are maintained and tidy
- Overlooking business centres whilst ordering and replenishing stationery cupboards on a daily basis
- Replenishing paper in printers and reporting any issues to Ricoh helpdesk via the eService portal
- Handling confidential waste collections with ShredIt
- Responsible for storage and key management, allocating new storage, carrying out regular audits and ordering keys when necessary
- Act as main support to the Events Specialist with all on site events
- Ensure that all events are set up and cleared down on schedule, liasing with cleaining team so that events space is fully cleaned and ready for next event – daily.
- Maintaining all agile spaces ensuring that all areas are tidy, white boards are cleaned and pens replenished on a daily basis.
- Regular morning checks of all meeting rooms, ensuring all AV equipment is functional – reporting any issues to Customer Experience Manager.
- Escorting Ricoh engineers and contractors as and when necessary
- Sending out courier reminders to customers, returning back to senders any uncollected courier items
- Logging and handling of any lost and found property
- Liaising with the onsite engineer and reporting any building issues to Vodafone helpdesk via a submitted ticket
- Assisting clients with any miscellaneous requests like events, small drawer moves or arranging chair replacements
- Creating and updating signage in business centres, H&S desks and any other specific signage required.
- Liaising with other service teams as necessary ensuring exceptional customer service is provided to Vodafone customers and guests
- Conducting daily meeting room audits ensuring standards are met, reporting any issues found to Property helpdesk
- Act as a fire marshal and H&S ambassador within Vodafone premises
- Attend any scheduled training courses like First Aid, H&S, Fire Marshal and others
- Attending and working in other Vodafone sites if and when required
Person Specification
- Ability to build positive relations with colleagues, guests and clients
- Be able to demonstrate their ability to deliver exceptional customer service
- Organised and skilled in multi-tasking
- Good IT skills with working knowledge of all Microsoft Office packages
- Able to work off their own initiative and with minimal direction
- Flexible and proactive
Working within the Mitie values and behaviours
People Mitie is a people business. It's our people, and their drive to do their jobs to the best of their ability that makes us different.
Trustworthy -
We do what we say we will
How we behave…
- We treat all colleagues with respect
- We challenge people when they don't do the right thing
- We welcome advice from anyone that might improve what we do
- We think safety and always follow rules for safe working
Helpful -
We go out of our way to make a difference
How we behave…
- We work with each other to achieve the best for clients and for Mitie
- We share information to help colleagues succeed
- We build great relationships
- Our first response to requests will always be positive
- We look out for each other, never walking by unsafe actions or situations
Inspiring -
We help others to be the best they can be
How we behave…
- We support and encourage each other to develop
- We set clear expectations
- We listen to and learn from others
- We learn from mistakes and incidents to prevent recurrence
Passion Take our people, add their passion, and you get something really special.
Spirited -
We give it everything we've got
How we behave…
- We do good things for each other, the environment and the community
- We appreciate diversity and encourage it
- We demonstrate team spirit
- We are committed to doing things better and setting new standards in all that we do
- We take pride in what we do and have fun doing it
- We celebrate success and say thank you
Fresh thinking We want our people to find inspiration from skill development and career progression, and enjoy respect and recognition for a job well done.
Pioneering -
We do things that excite and amaze
How we behave…
- We bring new ideas to the way we do things
- We are willing to try new things
- We encourage and support innovation
- We consider things from other peoples' points of view
- We embrace new thinking and technologies
- We build health & safety into everything we do
Health and Safety responsibilities
- Follow Group and company policies and procedures at all times;
- Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
- Use all work equipment and personal PPE properly and in accordance with training received;
- Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;
Note
This job description is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.