Facilities Supervisor

My client is looking to recruit an experienced Facilities Supervisor to join the Facilities team of the Business Services Department. This is a full time position working Monday to Friday The Business Services team operate a 37.5 hour week from 8.15am to 6.00pm, Monday to Friday.

Team

This role reports to the Facilities Manager and is full time office based.

The Role

Your key duties will include, but will not be limited to:

Management Duties:

• Carry out the General Office induction for all new starters.
• Convert manual processes into automated/electronic versions.
• Take responsibility for outputs such as getting up to date with box/file destruction.
• Supervise the team to ensure support service levels are maintained to all departments.Assist the Facilities Manager with maintaining relationships with third parties
• Check invoices and expenditure;
• Raise account queries;
• Ensure service levels are met and any issues addressed accordingly.
• Play an active role within the team and carry out daily duties as required;
• Point of contact for all fee earners in the first instance and deal with any issues raised;
• Attend weekly meetings with the Facilities Manager and keep him updated with any issues that have arisen;
• Together with the Facilities Manager, carry out annual appraisal meetings for the team.

General Office Duties:

• Process new deeds electronically before sending to storage;
• Deal with retrieval of current deeds upon request of fee earners;
• Ad hoc tasks ie retrieving boxes, picking up confidential shredding sacks, laminating, binding documents and delivering personal packages, refreshments and stationery to departments etc;
• Maintain the file destruction programme;
• Convert manual processes into automated/electronic versions;
• Digitise and scan paperwork to make the department as paperless as possible;
• Categorise, scan and distribute post to fee earners/recipients;
• Order bike, small van or international couriers from the suppliers of these services;
• Collect and process outgoing mail;
• Act as a point of contact for any enquiries;
• Photocopy documents and plans as instructed by fee earning departments ensuring accuracy at all time;
• Sign for courier deliveries and scan/deliver items when received;
• Assist the Finance team with the banking runs;
• Check minor faults with photocopying machines (e.g paper jams) and call an engineer if fault persists, replace toner cartridges when necessary; and
• In the absence of the Facilities Manager or Maintenance person carry out basic maintenance tasks eg changing light bulbs, roller towels, replacing batteries in door guards or help with moving equipment when required (training will be provided).

Key Skills

• Passionate and enthusiastic about providing exceptional client service;
• Copes effectively in demanding circumstances;
• The integrity to handle highly confidential information appropriately;
• Have the ability to use own initiative to adapt, and think laterally;
• The ability to pick up unfamiliar work quickly and be proactive;
• Self-motivated and goal focused, you will enjoy change and variety, and thrive under pressure;
• Self-motivated and able to organise your own work with minimum supervision;
• Computer literate;
• Good time and people management skills;
• Demonstrates persistence and commitment to completing tasks and objectives;
• Delivers work output to the required standard;
• Attention to detail and quality of work;
• Ability to build and maintain working relationships with others and is seen as 'approachable’;
• Operates effectively as part of a team;
• Willing to offer help to other colleagues to ensure efficient running of the department.

The firm offer excellent benefits and 25 days holiday