Facilities Assistant

We are currently recruiting for a Facilities Assistant for our Integrated Facilities Corporate Real Estate Management Business Line.

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Facilities Assistant with admin skills to join our team in London. The successful candidate will provide exceptional customer service to our employees, clients and visitors on a daily basis. The successful candidate will ensure effective delivery of facilities services including Reception, Couriers, Stationery, Mail, Meeting room management, Audio visual equipment, Housekeeping, Reprographics, Goods in/out, archiving and general office services.

Role Summary:

• Ensure visitors/calls are dealt with in a welcoming, courteous and professional manner, seeking to anticipate their needs where possible.
• Greet visitors; provide correct badges to visitors. Provide assistance and guidance to visitors as required.
• To arrive promptly at 8:30 every day before the arrival of most employees to make sure everything is ready and all issues are dealt with before the day begins
• Liaise with Landlord to ensure overall service to users in the building is maintained.
• Liaise with site contact/client on a regular basis, reporting any issues and concerns in a timely manner to the management team.
• Maintain security and safety standards as required, ensuring that visitors are escorted and contractors do not have access to areas without the appropriate authorisation or supervision maintained.
• Work with security to ensure all employees pre-register guests on SkyVisitor (Landlord system) and Envoy as required;
• Maintain break out and kitchen areas when janitorial team is not available.
• Administration of taxis booking liaising with customers.
• Undertake daily building walkthroughs and support meeting room checks in accordance with local processes. Ensure all walkthroughs are documented and actions highlighted using Jira system
• Carry out monthly workplace inspections and record it in logbooks
• Coordination of site inductions.
• Ensure signage and notice boards are kept neat and tidy at all times.
• Undertake weekly cleaning quality checks and highlight any non-compliance to Serviced Office provider. Ensure all quality checks are documented.
• To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.
• Administer the booking system for conference rooms and workrooms, following current guidelines. Deal with all queries in a positive and helpful manner. All bookings to be verified in advance.
• To manage the centralized stationery stores, including printer paper, and to maintain the additional stationery orders & records
• Sort & deliver all incoming (internal and external) post to individual desks.
• Sort all outgoing mail (internal and external), including special and recorded deliveries
• Maintain a safe and tidy workplace.
• In addition to the above-mentioned tasks, other activities and responsibilities may be individually defined.
• Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
• Follow required emergency prevention and operational controls.
• Report all accidents, occupational illnesses and emergencies.
• Apply, execute and maintain function related quality issues.
• Provide absence cover for other members of the team as required.

Experience Required:

Skills:

• Excellent telephone and email manner
• Computer literate, preferably some data entry experience
• Technically savvy, knowledgeable with Mac, Mail, Calendar, Presentations, sheets

Knowledge:

• Demonstrate a natural passion and understanding of quality customer service

Experience:

• Experience within an FM/Customer Service environment providing guest and reception services to the highest standard
• Experience in meeting room management including use of digital scheduling calendars
• Experience in 5* customer service

Aptitude:

• Excellent attention to detail
• Excellent written and oral communication skills
• Strong organisational skills
• Strong communication and interpersonal skills to provide service to all levels with our internal team and external guests
• A passion for social media/technology and creativity
• A hands on and creative problem solver
• Self-motivated with a muck in attitude – failure is not an option!
• Initiative and common sense
• Willingness to jump in and be helpful in all circumstances
• Adaptable to fast-paced and changing circumstances.

About CBRE Global Workplace Solutions:

As one of CBRE’s core global businesses, Global Workplace Solutions (GWS) provides end-to-end services to occupier clients across the entire lifecycle of a building. Our teams help companies improve their operations and reduce costs, through expert facilities management, project management, real estate and energy and sustainability services. Our dedicated teams work across all industries, and support clients ranging from global Fortune 500 companies to single, iconic buildings.

CBRE Group, Inc. is the world’s largest commercial real estate services and investment firm, with 2019 revenues of $23.9 billion and more than 100,000 employees (excluding affiliate offices). CBRE has been included on the Fortune 500 since 2008, ranking #128 in 2020. It also has been voted the industry’s top brand by the Lipsey Company for 19 consecutive years, and has been named one of Fortune’s “Most Admired Companies” for eight years in a row, including being ranked number one in the real estate sector in 2020, for the second consecutive year. Its shares trade on the New York Stock Exchange under the symbol “CBRE.”

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