Facilities Assistant & Coordinator

Facilities Assistant & Coordinator who has previous experience of working within a similar role and supporting events with excellent customer service, organisational, time-management and administrative skills is required for well-established organisation based in Glasgow, Scotland.
SALARY: £28,955 FTE + Benefits (see below)
LOCATION: Glasgow, Scotland – This is 100% office based
JOB TYPE: Full-Time, Permanent
WORKING HOURS: 35 Hours per Week, Monday - Friday
JOB OVERVIEW
We have a fantastic new job opportunity for a Facilities Assistant & Coordinator who has previous experience of working within a similar role and supporting events with excellent customer service, organisational, time-management and administrative skills.
As the Facilities Assistant & Coordinator you will be supporting the Facilities & ICT Manager with the delivery of events and facilities services, for staff, visitors, and tenants in a welcoming, safe environment.
Working as the Facilities Assistant & Coordinator you will be the first point of contact for the site for contractors to ensure the building and its property is maintained to a high standard. Liaise with and support the receptionist and café manager to ensure the building and its events are running efficiently and effectively.
APPLY TODAY
If this job looks like your ideal position, then please send in your CV and Covering Letter as soon as possible for our Recruitment Team to review.
DUTIES
Your duties as the Facilities Assistant & Coordinator include:
Facilities Support
• Support the delivery of facilities services for staff, tenants and visitors to a high standard; to provide a welcoming, safe, and accessible venue
• Liaise and respond appropriately to tenant queries
• Act as first point of contact for all external contractors and ensure they work safely in the building by adhering to the Trust’s policies and procedures
• Liaise with contractors to ensure regular maintenance and repairs are undertaken
• Check that work by contractors has been completed satisfactorily and follow up on any deficiencies
• Assist with maintaining the property to an acceptable condition utilising the appropriate contractors ensuring that the site is always fully operational
• Ensure signage on site is always appropriate and current
• Ensure good housekeeping standards are kept
• Cover reception, when required
• Support café point of sale at peak times
• Provide support at the Barracks, when required
Event Support
• Liaise with reception staff on event planning and room setup
• Room management to include set up and break down, cable management and audio-visual requirements are setup correctly
• Offer technical support, guidance, and advice of the audio-visual equipment to users including troubleshooting
• Support hospitality when required, setup teas/coffees/water and food in meeting rooms
Health & Safety/Compliance
• Carry out fire drills with external contractor and record findings
• Carry out any actions required from periodic risk assessments or liaise with contractors to close off
• Carry out routine building and meeting room checks for services and health & safety compliance, ensuring any issues are dealt with in a prompt and efficient manner
• Carry out duties of a First Aider and Fire Marshal on completion of training
• Respond appropriately to emergencies or urgent issues as they arise on site
• Work within the Trust’s relevant policies and procedures to ensure venue is compliant and safe
Decarbonising operations
• Support the Trust to achieve its targets for Net Zero through decarbonising operations
• Assist with the local management of environmental matters met such as recycling, and any issues are resolved. Record all recycling data and file transfer notes appropriately
CANDIDATE REQUIREMENTS
Essential
• Experience of working in a facilities service role and an understanding of supporting events
• Able to communicate, build and maintain relationships with multiple stakeholders
• Excellent communication and customer service skills
• Ability to identify customer needs and offer suitable solutions whilst managing expectations
• Proficient in using Microsoft Office
• Can work autonomously, proactively and stay calm under pressure
• Excellent problem-solving skills
Desirable
• Experience of CRM software and its use in supporting events and facilities services
BENEFITS
• 35 days holiday per calendar year, inclusive of public holidays
• Pension - 10% employer contribution or 14% if employee contribution is 7%
• Private health insurance
• Annual Travel Pass Loan
• Employee Assistance Programme
HOW TO APPLY
To be considered for this job vacancy, please submit your CV and Covering Letter to our Recruitment Team who will review your details. CV’s of Job Applicants meeting this requirement will be submitted to our Client for consideration. By submitting your job application to us you are hereby giving us your express consent to submit your details to our Client for this purpose.
JOB REF: AWDO-P11723
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