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Facilities Specialist

Type: Permanent
Salary: £30,000 - 32,000 per annum
Location: London

Owen Reed is recruiting for a Facilities Specialist to join a top law firm in London.  The Facilities Specialist will work 37.5 hours per week on a shift pattern ranging from 8.30am-6pm.  The Facilities Specialist will report to the Administration and Operation Supervisor.

Job Summary:

To provide a wide-ranging general office support function, with a primary focus on the overall courier and post service to support all legal personnel, staff and visitors in the Park Lane office.

The role will be located at the Park Lane office but the Firm may require a temporary or permanent change to either London location.

General Responsibilities:

• Primary responsibility is to coordinate and process all aspects of the courier and postal service, liaising directly with internal clients throughout the process
• To book and manage courier requests from start to finish and deal with any issues during transit
• To advise internal clients on best service specific to their requirements
• To complete all administration connected to courier bookings, including but not limited to, uploading customs invoices, courier tracking spreadsheets, updates regarding delivery issues, raising queries/complaints etc
• Keep abreast of all regulations that could affect courier/post services. Pro-actively update Administration and Operations Supervisor on matters needing attention. For example, Government guidelines on border restrictions (locally and internationally)
• Keep up-to-date with changing borders and any new regulations required
• Day-to-day liaison with courier vendor Account Managers. To be involved in regular account meetings with vendors, alongside Administration and Operations Supervisor, to discuss service level
• Process all courier invoices
• Coordinate and process all aspects of “mail room” service, including the handling of all incoming and outgoing post
• Deal with regular post collections and distributions across the office floors
• Take photographs of support staff joiners and follow the process for submitting them to the relevant teams
• Alongside Facilities and Reprographics Assistant, provide support to Building Maintenance Officer (BMO) as required, to assist with the handling of building issues, meet contractors during BMO absence, and any other ad-hoc building related queries
• Support Reprographics team, when required

Shared responsibilities with Facilities and Reprographics Assistant:
• Maintain working ability of all office related equipment, calling out engineers when necessary
• Monitor stock and stationery levels, ensuring all areas are fully supplied and tidy as required
• Prepare general stationery order for approval by Administration and Operations Supervisor, referring to Administration and Operations Supervisor for unusual items
• Daily check of floor paper stocks for copiers and printers, ensuring they are full at all times
• Undertake room set-ups, moves and changes as required for staff and visitors
• Undertake manual handling operations including, but not limited to, moving boxes, files and furniture
• Prepare for new joiners and leavers by actioning the assigned tasks in the appropriate checklists
• Collect and prepare for disposal of confidential and other paper recycling
• Provide cover as required for the front security desk to comply with statutory breaks
• Any other reasonable duty in line with the level of the role as required

Required Skills:

• Expertise and specialist experience of courier and postal service and requirements
• General knowledge of all Microsoft Office applications
• Able to communicate at all levels with clarity, timeliness and appropriateness to achieve a positive outcome
• Able to prioritise and plan work effectively to meet the expectations of internal and external clients
• Able to deal with the management of Health and Safety issues (IOSH trained)
• Able to complete assignments without supervision
• Good organisational skills
• Able to develop good working relationships with staff from all offices across the Firm
• Previous experience of working in a similar role with a proven record for high performance
• Membership of the British Institute of Facilities Management

Preferred Qualities:

• Acts as a team player, supporting colleagues at all times
• Professional with the ability to represent the Firm to external clients
• Committed, enthusiastic and proactive
• Flexible with a positive attitude
• Commonsense approach to tasks
• Understands the importance of confidentiality within the Firm
• Willingness to work longer hours during busy periods
• Proactive with problem solving tasks

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