OFFICE & FACILITIES ASSISTANT

We have an exciting opportunity for an enthusiastic and motivated Office & Facilities Assistant to join our team to provide support for the smooth daily functioning of our headquarters.

In this hands-on role, you’ll work collaboratively to deliver high quality services that leave a positive impact on our colleagues, customers, and partners.

 

The key responsibilities of the role include providing essential facilities assistance to ensure the building is maintained to the highest possible standards. Working with a range of external contractors to manage the cost-effective day-to-day operation of the site including maintenance, safety, security, and cleanliness of the site.

 

From warmly greeting visitors to coordinating meeting room logistics and ensuring the building is immaculate, along with a variety of clerical tasks. It’s a varied and interesting role where you’ll be involved with anything from general office support to assisting with events.

 

This role is ideal for somebody looking to kickstart their career with a company that is passionate about progression and development. This position offers the opportunity to gain valuable administrative experience and develop your skills in a professional setting.

 

You’ll provide a helpful and professional service, answer face-to-face enquiries as well as over the telephone. Administrative tasks such as processing the daily post and answering emails will also be part of this role. This is a high energy role suitable for someone who can be an ambassador for our brand within a fast-paced, busy environment.

 

You’ll be expected to work using your own initiative and alongside the operational management team.

 

The suitable candidate will possess excellent organisational skills, be a strong communicator and will possess the skills to deliver an accurate, timely and professional service. The successful applicant will have good IT skills and be competent in the use of multiple Microsoft platforms. Experience within a busy office environment would be preferred, however, full training will be given.

 

If you’re a self-starter with a positive attitude and a keen eye for detail, we want to hear from you.

You’ll need the following skills:

  • Excellent written and verbal communication skills, with a polite telephone manner
  • Good PC skills are a must along with knowledge of Microsoft Office such as Word and Excel as a minimum
  • Highly organised with ability to multi-task
  • Strong attention to detail and record keeping
  • Great typing skills with a high level of accuracy
  • Ability to work at pace and to deadlines
  • Good initiative and can work under pressure without compromising on standards and quality
  • Organise workload efficiently, prioritise a changing to-do list and respond to immediate needs
  • Ability to manage time well
  • Team player
  • Customer-focused approach: ability to engage with customers and address concerns effectively
  • Able to handle confidential information with discretion

The role involves:

  • Perform general office duties
  • Manage the processing of group operational invoices through our internal invoice system
  • Taking calls and messages
  • To prioritise emails, respond in order of importance and forward any relevant messages to colleagues.
  • Provide administrative support to team members as needed
  • Meeting & greeting visitors to the office
  • Manage the reception area, ensuring it’s always tidy and presentable.
  • Ensuring security procedures are followed
  • Managing and distributing all incoming and outgoing post and couriers
  • Assisting with data entry
  • Maintaining electronic and physical filing systems
  • Using and updating freight forwarding system with thorough and correct information
  • Updating the company database
  • Timely and accurate processing of supplier invoices
  • Photocopying, binding, scanning, and filing
  • Managing stocks of stationery and merchandise
  • Weekly site walkabouts to identify and investigate potential workplace hazards or issues
  • Be the first point of call for any maintenance issues and reacting to them
  • Manage the weekly fire alarm testing schedule
  • Coordinate meetings, including scheduling, arranging catering, setting up and keeping the rooms tidy
  • Provide support and solutions to enable stakeholders to deliver training courses, conferences, team building/charity events.
  • Maintain office supplies and equipment ensuring a well-stocked and functional work environment
  • Maintenance of equipment
  • Monitoring the daily/weekly/monthly cleaning schedule
  • Any other duties as required

All colleagues undertake general office duties including answering the phone, filing and dealing with the post.

We’re looking for…

  • A driven and enthusiastic team player, with a flexible approach and a focus on ‘getting the job done’.
  • You’ll have a passion for customer service excellence, high standards and a polite, welcoming, and professional manner.
  • A positive attitude is essential along with being committed and punctual, able to use your own initiative and thrive in a fast-paced environment whilst remaining calm under pressure.
  • The right candidate will be well-presented, confident, be proactive with a willingness to learn and adapt.
  • There is some lifting in this role, so you’ll need to be physically active.

Benefits include:

  • Competitive salary
  • Company pension
  • 25 days holiday, plus bank holidays
  • Free onsite parking
  • Cycle to work scheme
  • Salary sacrifice EV car scheme
  • Company bonus scheme
  • Employee discounts
  • Company events
  • Continuous development with opportunities for progression in a growing company.

Location

This role is full-time Monday to Friday 9am to 5.30pm based at our Head Office in Bradford.

Apply now

If you’re friendly, energetic, and resourceful with a ‘can do’ attitude who wants to join a successful and fast-growing company, we’d love to hear from you. Apply by emailing your cv to bradford@uniexpress.co.uk