Facilities Helpdesk & Office Operations Coordinator

Charles Russell Speechlys LLP; Greater London; Hybrid; GBP 26,000 - 32,000; Full time

Job summary

Charles Russell Speechlys LLP in London seeks a Facilities Administrative Assistant to support day-to-day office operations, helpdesk enquiries, supplies, and logging of M&E jobs. The role reports to the Facilities Manager and involves coordinating with contractors, updating intranet pages, and assisting with projects.

The position is based five days in the office with hybrid working options. The candidate should have experience in a professional services environment and strong MS

Qualifications

• Experience in a professional services environment is desirable.
• Proficient with Word, Excel and PowerPoint.

Responsibilities

• Support and assist the Facilities Manager and the London Facilities Helpdesk service.
• Respond to, action, and monitor all Facilities Helpdesk enquiries (email, Teams messages, and calls), assigning tasks to relevant departments.
• Daily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log and associated folder/filing systems.
• The main contact for London staff regarding faults, failures, spills leaks etc and co-ordinate the right resources to fix and resolve issues.
• Drafting and completion of Facilities Helpdesk email communications, intranet news items, and updates on building smart app.
• Liaise with various contractors and suppliers including building management, cleaning, M&E, and all other FM related service providers/subcontractors.
• Collaborate with other FM support areas to ensure tasks are addressed promptly when required
• Daily communication with on-site M&E engineer & other sub-contractors
• Ensure permits to work are in place for contractors, ensuring compliance with safety protocols and Helpdesk/H&S procedures
• Daily use of working on different systems: Digital ID, Access control, BMS & M&E portal
• Manage internal spreadsheets for staff use of facilities such as lockers, parking & occupancy and desk usage
• Ordering of office supplies such as desk equipment, stationery, new joiner items.
• Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed.
• Maintain and oversee the new joiner and leaver process
• Creating and ordering business cards
• Provide Office tours to new joiners
• At times oversee the use, ordering and authorisation of the stationery ordering system.
• Assigning invoices, creating PO’s and credit card expenses using the firm’s account management software.
• Involvement in projects, initiatives, and collaborating with other teams & offices within the firm to ensure FM links with larger projects, events and promotions are fulfilled.
• Updating of the Facilities Intranet Pages, Out of hours guide, Helpdesk guide and useful contacts list and other documents
• Ensure security measures are in-line with policies and guidelines.
• Collaborate with H&S team to ensure that work areas are adhering to the good housekeeping standards.
• Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are met.

Skills

Team player

Attention to detail

Communication

Troubleshooting

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Charles Russell Speechlys LLP in London seeks a Facilities Administrative Assistant to support day-to-day office operations, helpdesk enquiries, supplies, and logging of M&E jobs. The role reports to the Facilities Manager and involves coordinating with contractors, updating intranet pages, and assisting with projects.

The position is based five days in the office with hybrid working options. The candidate should have experience in a professional services environment and strong MS