Facilities Administrator (Saint Helier, Jersey)

Facilities Administrator (Saint Helier, Jersey)

This is an on-site role in Saint Helier, our client is seeking applicants currently residing in Jersey.

Our client is an international fund administration and accounting services firm established in 2007. Our client specialises in private equity, debt, and real estate asset classes. They are seeking a Facilities Administrator.

Role Purpose

The role will be primarily responsible for all facilities activities in our client’s Jersey office, ensuring that the premises are well run and maintained, as well as providing assistance and cover for Front of House.

Responsibilities:

• Carrying out regular monitoring of the premises to ensure staff and service providers maintain it in a clean and tidy fashion;
• Monitoring and administration of service providers for but not limited to:

1. Office cleaning
2. Secure shredding
3. Archiving
4. Office Supplies

• Acting as the point of contact for the client teams in relation to document archiving;
• Ensuring that all office supplies and stationary are monitored and maintained, including ensuring printers are stocked with paper and that print areas are kept stocked and tidy;
• Managing deliveries and courier services including messenger duties where necessary;
• Manage the timely distribution of all office mail, including scanning and recording in accordance to Group procedures;
• Assisting with office moves and other logistical office related activities;
• Ensuring that general office storage and roller storage are managed in an efficient way;
• Liaising with the property agent as necessary to ensure that the facilities are fully operational and maintained and supervising any service providers when they are on the premises;
• Obtain quotes for maintenance and other work within the facilities remit (e.g., cleaning, painting, IT equipment, as requested or needed, etc.) and coordinate scheduled maintenance work
• Efficiently manage the Safe Custody;
• Managing basic M&E adjustments (AC + Electric);
• New starter tray/ labels provision;#Arranging health & safety training sessions for new starters and carrying out provisional Display Screen Equipment assessments;
• Monitoring and updating Fire Marshall and first aid procedures and liaising with the Training Team to arrange necessary training courses;
• Liaise with Marketing Team to ensure that stock of branded items are maintained in appropriate fashion.
• Assist with internal events when required
• Influence all aspects of the front of house first impression;
• Proactively respond to daily front of house needs whilst enhancing the overall service experience;
• First response for all client and visitor enquiries;
• First response for all client and visitor enquiries;
• Enhancing the overall service experience;
• Preparing meeting and conferencing facilities in order to effectively promote the brand and respond to external and internal client requirements;
• Facilitating the smooth running of all boardroom and conference bookings;
• Provide assistance with travel bookings.
• Provide cover for the office switchboard when required;

Qualifications

• Competency in Microsoft applications including Word, Excel and Outlook
• Good communication skills, organised, flexible and keen to learn
• Team player with positive can do attitude
• Good attention to detail and accuracy
• Able to work independently, under pressure and to deadlines.
• Previous experience in a facilities role
• Knowledge of workplace health and safety requirements