Quantanite (www.quantanite.com) is searching for an exceptional Business Analyst to support ground-breaking, innovative, large and mid-scale change, for the most trusted outsourcer by high growth digital businesses.
About the Role
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The Facilities Assistant reports to the Facilities Manager and is responsible for providing support to ensure facilities services are provided in an effective and efficient manner, as well as being the initial point of contact for the Facilities department. You must also demonstrate a high level of security awareness at all times and have knowledge of emergency evacuation procedures and Health & Safety.
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Duties include but not limited to:
Building Security & Office Maintenance:
- Support new employees with onboarding by issuing of ID and parking card as well as fingerprint and access control
- Coordinate vendor services for office maintenance, cleaning, replenishment of refreshments etc.
- Proactively communicate Facilities matters - for example, fire drills - to all staff
- Assisting the Facilities department with office moves and other general adhoc projects
- Assist with ordering new furniture as and when required.
- Assist in the organisation of meetings: The venue arrangements such as cutlery, crockery, catering ect.
Reception duties:
- Register, welcome & direct visitors
- Booking flights and hotels reservations for the executive team and international clients
- Managing security and telecommunications systems
- Handling queries and complaints via phone, email and general correspondence
- Transferring calls as necessary
- Taking and ensuring messages are passed to the appropriate staff member in time
- Managing meeting room availability
- Receiving, sorting, distributing and dispatching daily mail
- Preparing vouchers
- Handling transcription, printing, photocopying and faxing
- Recording and maintaining office expenses
- Handling travel arrangements
- Coordinating internal and external events
- Managing office inventory such as stationery, equipment and furniture
- Overseeing office services like cleaners and maintenance service providers
- Maintaining safety and hygiene standards of the reception area
- Ensure reception area is tidy and presentable
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
- Perform other clerical receptionist duties such as filing, photocopying and laminating
- Responsible for consumable stock level administration and liaise with suppliers
- Maintain inventory of office supplies & paper
- Support office events; solicit and coordinate vendors for catering; setup layout for the events
- Organise and maintain records for invoices, expenses and financial records
- Coordinate and follow up with the finance department on all outstanding invoices and status of pending overdue Manage payment of Facilities department vendors. Provide input on the annual budget. Collaborate with Procurement if need for new vendors arises.
- Perform other administrative duties as assigned, including entry of invoices in Accounts Payable system.
- Maintain a stock sheet for all order office supplies and place orders with suppliers
- Keep updated records of office expenses and costs
- Maintain a stock sheet for consumables such as coffee, tea, cleaning supplies ect and place orders with suppliers
- Ensure attending contractors onsite have authority to work and have provided the correct health and safety documentation to commence work. Record contractor activities onsite.
OHS:
- Assist in keeping the OHS member list up to date and that pictures are also updated.
- Ensuring that the training OHS
- Liaise with with the facilities with regards to hazards identified.
- Assist with maintaining and updating of the OHS file
Skills & Experience:
- At least 4 year Professional experience in a corporate office environment, preferably in an administrative, reception or facilities capacity
- Ability to work with teams, departments, and individuals on projects
- Should have the ability to prioritize jobs and projects to maximize goals
- Resourceful problem solver and strong communicator
- Highly organized; ability to execute a task list and follow standard operating procedures
- Record keeping; diligently maintaining checklists & databases
- Experience with MS Office products
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