Facilities Assistant

CBRE Group, Inc.; Portsmouth; Hybrid; GBP 20,000 - 24,000; Full time

Job summary

CBRE Group, Inc. in Portsmouth is seeking a Facilities Assistant to join the team. You will manage switchboard calls, greet visitors, handle mail and deliveries, and support daily office operations to ensure a smooth, professional workplace.

You will liaise with landlords and site contacts, maintain security and safety standards, assist with room set ups and cleaning supplies, and log maintenance tasks and expenses to help maintain a well‑run building.

Qualifications

• Excellent telephone and email manner.
• Experience in data entry and using computer systems.

Responsibilities

• Answer calls with a welcoming, courteous manner.
• Record and route mail and deliveries efficiently.
• Liaise with Landlord post room to manage inward deliveries.
• Log courier and postal costs by cost centre.
• Support with room and event setup requests and meeting room checks.
• Maintain a safe and tidy workspace and monitor consumables.

Skills

Phone etiquette

Data entry

Customer service

FM experience

Job description

Company Profile

CBRE is the global leader in real estate services and leverages the industry's most powerful knowledge base to meet the commercial real estate needs of its clients worldwide. Our vision is to be the preeminent, vertically integrated, globally capable real estate service firm. Globally we employ over 70,000 employees and operate in 48 countries.

Job Title: Facilities Assistant

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Facilities Assistant to join the team located in Portsmouth.

Key Responsibilities

• Ensure calls through switchboard are managed with a welcoming, courteous and professional manner, seeking to anticipate their needs where possible.
• Record all switchboard data for the purpose of interrogation of patterns etc.
• Liaise with Landlord post room, to ensure all inward deliveries are received and distributed in a timely fashion.
• Sort & deliver all incoming (internal and external) post to individual desks.
• Sort all outgoing mail (internal and external), including special and recorded deliveries
• Be the go-to point for all outward postage.
• Record courier and postal servicing cost, split by cost centres
• To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.
• Liaise with Landlord to ensure overall service to users in the building is maintained.
• Liaise with site contact/client on a regular basis, reporting any issues and concerns in a timely manner to management team.
• Maintain security and safety standards as required, ensuring that visitors are escorted and contractors do not have access to areas without the appropriate authorisation or supervision maintained.
• Maintain break out and kitchen areas (including loading and unloading of dishwashers) when janitorial team not available.
• Ensure cleaning washroom and kitchen area consumables are monitored and replenished throughout the day.
• Undertake daily building walkthroughs and support meeting room checks in accordance with local processes. Ensure all walkthroughs are documented and actions highlighted.
• Participate and proactively manage room and event set up requests
• Carry out monthly workplace inspections.
• Ensure signage and notice boards are always kept neat and tidy.
• Undertake weekly cleaning quality checks and highlight any non-compliance to Serviced Office provider. Ensure all quality checks are documented.
• To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.
• To manage the centralized stationery stores, including printer paper, and to maintain the additional stationery orders & records
• Maintain a safe and tidy workplace.
• In addition to the above-mentioned tasks, other activities and responsibilities may be individually defined.
• Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
• Follow required emergency prevention and operational controls.
• Report all accidents, occupational illnesses and emergencies.
• Liaising with client and landlord teams for CBRE contractor attendance
• Managing and communicating the PPM schedule
• Access card management and distribution
• Managing staff lockers (access, assignment and faults).
• Attend weekly meetings.
• Be the point of contact for handovers to evening cleaning teams.
• Apply, execute and maintain function related quality issues.

Essential Skilled

• Excellent telephone and email manner
• Computer literate, preferably some data entry experience
• Demonstrate a natural passion and understanding of quality customer service
• Experience within an FM/Customer Service environment providing guest and reception services to the highest standard