Office Assistant

OFFICE ASSITANT

LOCATION: London-Chiswick.

Key responsibilities:

• Liaise with external suppliers to ensure continuity of office supplies, management of the budget.
• Management of office IT equipment such as printers and providing support and coordination of equipment to new starters and/or leavers.
• Liaise and co-ordination with identified maintenance company(ies), reporting any faults or repairs that may be required in the office.
• Ensuring the Office Maintenance file is up to date with identified safety checks.
• Liaising with senior management to implement improvements to the office operations, procedures, desks, lockers, etc.
• Acting as a fire marshal and first aider for the office (attending relevant training as required)
• Handle office petty cash, tracking and recording expenditure.
• Have monthly meetings with the building manager and inform your line manager of any update.
• Support on periodic company events planning and implementation through the calendar year.
• Ensure efficient use of the meeting spaces, allocation of desks to permanent and visiting members of staff.

• General administrative duties - email correspondence, dealing with queries, photocopying, collating / binding documents.
• Creating itineraries and booking travel for Directorate business trips. Obtaining competitive quotations for flights, accommodation, etc. and making travel arrangements.
• Preparation of presentations and documents.
• Create and circulate agendas for meetings.
• To manage room bookings for the business and any meeting requirements including IT and catering.
• Greet visitors – new staff, clients and partners. Provide hospitality.
• Meeting co-ordination for Senior Leadership Team – face to face, video & audio with clients, partners and supply chain. Addressing conflicts in time pressured diaries.
• Assist directors with filing expense claims upon request.
• Answer the phone as required.

Skills and Competence:

• Experience of facilities management including managing reception
• Exceptional administrative and organisational skills
• A proven team player who can work with others
• Excellent written and oral communication skills
• Strong IT skills including Microsoft office
• Flexible approach to work

Duration: 6 Months Fixed Term Contract

Please note that this job description does not represent a comprehensive list of activities and employees may be requested to undertake other reasonable duties.

Ferrovial embraces diversity and inclusion, and we see the value in providing equal opportunities to all employees. We are committed to building an inclusive team from a variety of different backgrounds, perspectives and skills so we encourage candidates from underrepresented groups to apply.