Facilities Officer

Key accountabilities

• Reception duties including greeting visitors to our floor
• Fielding calls that come through to London office from Euronext Switchboard
• First point of contact for 25NC reception team for visitors
• Booking visitors (both client and employees from other office) into the 25NC portal and issuing of QR code to ensure smooth access
• Reporting of issues with communal facilities to 25NC team
• Booking permits for contractors access to the building in the Vicinitee system
• Collecting of deliveries and post from loading bay in timely manner
• Distribution of deliveries and post to employees
• Booking couriers with courier company
• Sending post on behalf of all London employees
• Booking delivery slots and collection slots with loading bay in the MyTag system
• Monitoring office stationery supplies and replenishing stock as necessary
• Monitoring office food supplies and replenishing stock as necessary
• Ensuring all area’s of the office are kept clean and tidy at all times
• Monitoring marketing material and liaising with marketing team when stock is running low
• Assisting marketing team with sending out marketing materials for events
• Setup of meeting rooms for internal and external meetings inc. refreshments, notebooks, pens
• Clearing and tidy up of meeting rooms following meetings in timely manner
• Ordering food for meetings and events
• Distribution of weekly fruit delivery throughout office
• Working with Facilities Manager/Procurement/Accounts Team to ensure all PR’s are raised, product receipts created and invoices paid in timely manner
• Printing and photocopying
• Ad-hoc administrative support to senior employees
• Providing cover for Facilities Manager/Executive assistant during holidays and absence

Knowledge, Skills and Experience Required

• Super organised
• Friendly and helpful
• Flexible and able to prioritise a changing to do list
• Excellent attention to detail
• Trustworthy and reliable
• Self-motivated
• Articulate with excellent written and verbal communication skills
• Proficient in using a computer (MS Office, in particular Outlook, Teams and Excel)
• Comfortable working both individually and as part of a team
• Previous administrative experience beneficial
• Able to undertake manual handling tasks such as lifting and moving