Office and Facilities Assistant

Purpose of the Job:

This varied role is instrumental in ensuring smooth day to day running of facilities at Senior’s Head Office in Rickmansworth, Hertfordshire, where approximately 35 employees are based, including Senior’s Executive Leadership Team.

Acting as the first point of contact for visitors and suppliers, ensuring an efficient and professional experience for all, whilst also providing administrative support for office-related tasks and activities as required.

Key Accountabilities:

• Meeting and greeting customers/suppliers/contractors/visitors to the office in a professional and friendly manner and co-ordinating with the relevant employee/host.
• Acting as first point of contact for telephone enquiries and directing calls/taking messages where necessary.
• Acting as main point of contact for all facilities management contractors/suppliers, such as; recycling, sanitary, gas/water/electrical, building security services and maintenance.
• Working closely with the Groups HSE Lead to champion office Health and Safety, including; ensuring that Fire Wardens and First Aiders are in place and training is kept up to date, organising regular Fire Drills and following up on any action points, driving communication and awareness to employees, overseeing health and safety new starter inductions and supporting the HSE Lead in undertaking regular Risk Assessments relevant for the office e.g. Workstation set up.
• Working closely with IT in relation to the phone system, security/CCTV monitoring, and building access control.
• Helping to co-ordinate office adaptions and/or refurbishments, ordering of new equipment (desks/chairs) and liaising with the relevant contractors/suppliers.
• Ensuring that the kitchens, washrooms and stationery cupboards are fully stocked with consumables, making sure that basic office supplies are always available, including regular stock control.
• Ensuring that daily incoming and outgoing post and deliveries are distributed or dispatched to the right employee/location.
• Organising ad hoc office social events.
• Support arrangements and administration for board meetings.  Organising lunch and refreshments for meetings as required.
• Helping to organise employees’ flights and travel, including for board members at peak times.
• Supporting the organisation of events such as training programmes and leadership conferences.
• Overseeing the daily lunch orders for employees, including: acting as main point of contact for the supplier, checking that the delivery is correct against the order, making regular review of the menu and prices, gaining feedback from employees.
• Other general office and administration tasks, as and when required.