Facilities Assistant

Balfour Beatty plc; Aberdeen City; On-site; GBP 21,000 - 28,000; Full time

Benefits offered by this job

Smart working up to 40% remote

25 days annual leave

Pension

Job summary

Balfour Beatty plc in Westhill (Aberdeen area) is seeking a Facilities Assistant to support the Facilities Manager at Maxim. You will handle front-of-house duties, reception, mail, room bookings and general admin, ensuring smooth daily operations.

Ideally you are IT literate with strong customer service and communication skills, capable of coordinating with staff, visitors and contractors, and maintaining office systems and safety checks as part of the facilities team.

Qualifications

• IT literate with good knowledge of Microsoft Office suite.
• Exceptional customer service and organisational skills.
• Confidence in dealing with people at all levels.
• Experience in Front of House services at a corporate level.
• Excellent verbal and written communication skills.

Responsibilities

• Greet visitors and manage front-of-house/reception services.
• Answer UK-wide switchboard and manage shared mailbox queries.
• Coordinate meetings, room bookings and hospitality.
• Manage car parking records and access passes.
• Provide admin support and liaise with facilities team.
• Perform weekly/monthly office checks including fire safety.

Skills

IT literate

Customer service

Front of House experience

Communication skills

Organisational skills

Job description

About The Role

We are looking for an individual with previous experience of working in a similar role in a corporate environment , you will be required to provide facilities management support for our Westhill office, as Facility Assistant you will support the Facilities Manager & Facilities Supervisor based in Maxim. The regular hours are 0830-1630 Monday to Friday, however, occasionally different working patterns and travel may be required for this role.

What you'll be doing

Reporting to the Facilities Manager or Supervisor and working with the existing Facility Assistant(s).

There will be a wide range of duties including as a minimum the following: -

Front of House

• Located at the reception desk, the Facilities Assistants will be the first point of contact for external visitors and will be expected to provide First Class front of house/reception services to include the management of visitors, telephone answering for UK wide switchboard, dealing with queries raised through the shared mailbox, dealing with all day to day queries by employees, visitors and contractors to the site and the provision of other services/support as required. Responsible for updating site induction and carrying out inductions for new starters and internal and external visitors.
• Management of car parking including maintaining accurate records of staff car registrations.
• First point of contact for any office and IT related issues and managing to resolution.

Meeting Rooms

• The Facilities Assistants must ensure that the meeting rooms are maintained to an exceptional standard at all times and will be responsible for managing the booking system, checking/clearing rooms between meetings, carrying out operational checks of equipment (IT/VC checks) and arranging hospitality with one of our catering suppliers as required

Mailroom

• The Facilities Assistants will be responsible for incoming/outgoing post and couriers including distribution to recipients around the office.

Other Duties

• Carrying out general admin support duties as and when required.
• Responsible for stock control in various areas incl stationery and proactively stocking up print stations on all floors in the building.
• Management of the access control system, issue of passes to Balfour Beatty staff, visitors and contractors.
• Ordering and replenishing kitchen and office consumables, ensuring the tea point areas are maintained to an exceptional standard throughout the day.
• Providing support to the Facilities Manager as required, including admin support, assisting with the management of hard and soft FM contractors, assisting with the effective maintenance of the space, assisting with production of the annual budget and ensuring up to date records are maintained for the facility.
• Proactively reporting any maintenance issues around the building and following through to resolution.
• Carrying out weekly/monthly office checks inspections i.e. fire safety checks, first aid station checks, IT checks.
• Act at main Fire Marshal Coordinator for the building
• Liaise with cleaning contractor for day-to-day issues.

Who we're looking for

Essential

• IT literate with a good working knowledge of the Microsoft suite of programmes.
• Exceptional customer services and organisational skills.
• Must be confident in dealing with people at all levels.
• Experience in the provision of Front of House services at a Corporate Level.
• Excellent verbal/written communication skills.
• Excellent organisational skills.

Desirable

• AIWFM
• NVQ, Front of House/Reception/Business Admin
• Good understanding and knowledge of Facilities Management
• First Aid/Fire Marshall qualification (mandatory training will be provided)

Why work for us

Day in, day out, our teams deliver some of the UK’s most ambitious, exciting and meaningful projects; developing, building and maintaining the vital infrastructure that supports national economies and strengthens communities.

Benefits

Here are some of our key benefits:

• Smart working, giving you more flexibility such as staggered start and finish times, with up to 40% remote working, where roles allow.
• 25 days paid annual leave (pro rata)
• Family friendly policies which include 28 weeks full pay for maternity/adoption leave and four weeks full pay for paternity/partners leave
• Pension, share incentive plan, volunteering leave, recognition schemes and much more…

About Us

Balfour Beatty Group Enabling Functions are Legal, Finance, IT and Procurement, Communications, Health Safety and Environment, HR and Sustainability. Together, they support delivery of our Build to Last strategy whilst improving efficiencies and standardising our approach, systems and processes.

Diversity and inclusion

At Balfour Beatty we believe that diversity and inclusion are essential components of any successful, happy workplace. Through our Value Everyone Diversity and Inclusion Strategy and Action Plan, we are growing our diverse workforce and developing our inclusive culture where everyone is able to thrive and reach their full potential, regardless of their identity or background. To find out how we are making this a reality, visit www.balfourbeatty.com/diversityandinclusion

To help and support us with our desired commitment to create an inclusive culture we are members of WISE, enei, Business Disability Forum and the Association for Black and Minority Ethnic Engineers (AFBE). In 2020, we signed the Audeliss and Involve Open Letter to demonstrate our commitment to taking key long term and sustainable actions on Black Inclusion. Balfour Beatty is also a Gold Award holder in the Ministry of Defence 'Employer Recognition Scheme' and actively encourage applications from Armed Forces personnel, veterans and reservists.

As a Disability Confident Employer, we are committed to working with people who have disabilities and long-term health conditions to remove barriers for them in obtaining employment. We are also committed to offering applicants with a disability an interview if they meet the minimum requirements for the role. For more info, visit: https://disabilityconfident.campaign.gov.uk/

We are looking to continually improve our resourcing process and ensure that it is fair and inclusive for all. If you have any feedback on the process, please share this with us at: [e-mail]