Intro
The focus of this role will be to provide admin support to the in-house FM team to assist them in delivering a high standard of service to all of our UK offices. We are looking for someone who can contribute to providing a safe, secure, and comfortable working environment for all staff and visitors welcomed to Saffery.
The role
The successful person in this role will provide vital support in helping the FM team to make best use of all available time and actively seek out additional work involved in the provision of a central service to the business. This will include conducting a range of facilities admin duties and checks related to office services, processing of post, statutory compliance, security, health and safety, fire prevention, contractors and service contracts, general maintenance, building fabric maintenance, environmental and sustainability initiatives, recycling and waste disposal, cleaning, and maintenance as directed by the team.
Other responsibilities will include:
- Facilities Helpdesk
- To assist the facilities team and function as support for a variety of FM matters.
- Assist in maintaining the daily checklist e.g., checking lights, plumbing, meeting rooms, kitchen areas & coffee machines, alarms & alerts, desks, chairs and other office equipment.
- To assist the FM team with meeting room set ups & set downs
- To assist with collections and deliveries to and from the loading bay for catering and cleaning supplies
- To assist with storeroom management
- Post/Stationery/Meeting Rooms/Catering & Storeroom
- To assist in checking stationery cupboards, printing areas, organizing equipment repairs, day to day photocopier functionality and user issues, storage/filing archiving delivery and collection (To and from desks) and confidential waste disposal – to carry out all associated administration and organisation always ensuring a high level of customer service.
- To assist in opening of post, stamping of all post, scanning of all post, sorting of scanned post into online folders, and post franking, to assist in distribution of post deliveries to departments and collections from loading bay, to assist in dealing with ad-hoc courier requests, and all aspects of mail services as directed – May include post collections (using mail trolley) operation of associated equipment, e.g., franking & scanning.
Administration
Administrative duties to include assisting in:
- Ordering of stationery and printing consumables as directed
- Upkeep and maintenance of spreadsheets
- Logging of data
- Preparation of reports
- Liaison with suppliers, contractors, and the internal customer.
- To assist in being the face of the business, both on the telephone and in person, demonstrating a professional ‘can do’ helpful approach.
- To be happy and proud to promote the company, recognising that first impressions count and understanding the importance of high standards of customer interface both internally and externally. To ensure the post & print area is always kept tidy and presentable.
Health & Safety
To observe the company’s Health and Safety policy with reference to remaining alert and proactive in the prevention of accidents in the workplace and ensuring the safety of visitors and employees in relation to fire evacuations, business continuity and security.
To assist in maintaining first aid and fire marshal listings, assist with training requirements and other associated work as directed.
To assist in completing H&S equipment checks (Fire doors, extinguishers, notice boards, break glass units)
General
Ad hoc tasks as requested by management.
The office
This role will be based in our London office Monday to Friday.
You
- IT literate with a very good knowledge of Microsoft Office
- Experienced in delivery of FM administrative duties
- Pro-active can-do attitude
- Self-motivated
- Ability to multitask, work under own initiative and remain customer focused whilst under pressure
- Ability to work well under pressure and to meet deadlines
- Flexible approach to responsibilities and remit in a changing environment
- High level of professionalism, trust, and integrity
- Basic knowledge of H&S regulations and requirements
- Professional presentation and telephone manner
Reward & Benefits
- A 35-hour working week with flexibility around the core hours of 10am-4pm
- 25 days annual leave. After 5 years’ service, the entitlement will be increased by 1 day.
- Paid travel expenses when working at offices other than your contracted office.
- Saffery is committed to being a fully inclusive employer and have a huge focus on ED&I. Upon joining the firm, you will have the opportunity to join a number of people network groups as well as be a part of the growing ED&I network.
The organisation
Saffery LLP is an adviser to individuals and businesses across a range of sectors, providing market-leading accountancy, audit, business advisory, tax, and VAT services. Founded in 1855 by Joseph John Saffery, it is currently the 15th largest accountancy firm by UK fee income.
We pride ourselves on our informal and inclusive culture, building an environment where people can be themselves and enjoy challenging, interesting, rewarding careers.
When you work with Saffery, the well-respected accountancy firm where heritage meets ambition, you work with people who know your name. Who know you as a human being, not just a job title.
Everyone belongs here. Always.
Saffery is a proud member of Nexia, a leading, global network of independent accounting and consulting firms.