Facilities Assistant and (ASK) 6 Month FTC

Job content

Job Title: ASK and Facilities Assistant
Service Lines: Business Support & Facilities

KPMG Overview

KPMG is part of a global network of firms that offers Audit, Tax & Pensions, Consulting, Deal Advisory and Technology services. Through the talent of over 16,000 colleagues, we bring our creativity and insight to our clients’ most critical challenges.
With offices across the UK, we work with everyone from small start-ups and individuals to major multinationals, in virtually every industry imaginable. Our work is often complex, yet our vision is simple: to be the clear choice for our clients, for our people and for the communities we work in.

Service Line Information

In the Business Support Group (BSG), you’ll be joining a team that provides vital secretarial and administrative services to support our client-facing teams. Part of our service includes the Administrative Services KPMG (ASK) team who provides responsive administration support to eligible employees on a number of transactional tasks and activities. This enables our clients to focus more on their core business objectives and spend less time on administrative tasks - an effective strategy that contributes to KPMG’s goal of driving growth through operational excellence and efficiency.
As a key member of the ASK team, you’ll enjoy a full range of responsibilities that will enhance your personal skills and enable you to add to your experience in new business areas. This gives you the opportunity to network with a variety of internal teams and external organisations, extending your skills, knowledge and expertise.
With a wide range of training and development opportunities, you’ll have all the support you need to achieve your full potential and develop a career that meets both your personal and professional goals.

The Role

This role sits across two functions with time being split between Facilities and Business Support.

Facilities

• Receive and greet visitors in a polite, professional and friendly manner. Issue, retrieve and recycle all visitors’ passes.
• Market Facilities Operations by providing a first class service both internally and externally, thereby raising the profile of the section and improving Facilities’ impact on the firm’s expenditure.
• Act as a point of contact for the local Workplace team, by providing administrative support, especially during their absence from the office, by handling telephone calls, deliveries, incoming post and forwarding information by email.
• Respond effectively to general enquiries from internal and external clients/contacts and suppliers.
• Arrange meetings, hospitality and equipment via the online system, NowSpace, organise taxi and other travel when required.
• Support business events by assisting with the management and organisation of visitors’ parking, badges, meeting and greeting.
• Keep the Facilities service desk and workplace management team informed of any issues within the premises i.e. broken light bulbs, cleaning issues etc.
• Liaise with appointed contractors to carry out various services to the Firm.
• Read and understand the requirements of the Facilities Health and Safety policy and the procedures relating to the job and undertake courses to support this.
• Assist with co-ordination of onsite implementation of the e-risk system.
• Conduct regular performance audits including cleaning and health and safety monthly audits.
• Ensure that any defects, unsafe acts, unsafe conditions and incidents are reported immediately and according to the procedures laid down in the health and safety policy.
• Undertake any ad hoc projects as directed by the Workplace Assistant or Workplace Co-ordinator.
• Undertake any other duties, which may reasonably be deemed to come within the scope of the role
  

Business Support/ ASK

• Team Members are to manage their workload efficiently and effectively using the ASK workflow tool in accordance with the ASK Service Catalogue
• Communicate effectively with clients to ensure expectation and service delivery perimeters
• Make bookings on behalf of clients such as courier, hot desks, car parking, etc.
• Organise business travel and accommodation
• Support clients with travel visa applications
• Prepare KPMG branded Word, PowerPoint and Excel documents, including letters, meeting notes, reports, presentations and talk books
• Provide an accurate and prompt audio and copy typing service
• Arrange internal and external meetings, book meeting rooms, client catering and equipment
• Create and submit commitment authorisations finance forms on behalf of clients
• Enter and maintain client information on internal databases eg. CRM
• Organise the printing and binding of large printing requests documents via Document Production Centre
• Assist with event management tasks such as researching venues and working with KPMG’s events/venue finding team
• Assist with rolling forward/account amendments, when necessary
• Request Paperchase retrieval files from archives
• Provide Filesite support, including uploading documents and providing access to folders
• Complete ad hoc research and collate information on request
• Order business cards
• When required, answer all calls promptly and politely in accordance with KPMG’s policy, ensuring that accurate and detailed messages are taken and distributed and that all queries are dealt with professionally and effectively
• Develop an understanding of KPMG’s processes and procedures
  

The Person

• Good knowledge of Administration support service
• Organised and able to prioritise tasks in accordance with deadlines
• Excellent communicator with the personal skills to build strong and lasting internal and client relationships
• Flexible and easily able to adapt to change
• Confident negotiation skills, with the ability to set clear and realistic customer expectations
• A good understand of what good looks like and experience of customer service
• Experience of working in a team environment
• Knowledge of and intermediate skills in Microsoft Word, PowerPoint, Excel and Outlook
• Preferred qualifications of 5 GCSEs/’O’ Levels or equivalent at grades A-C including English and Maths