Facilities Assistant & Receptionist

Facilities Assistant & Receptionist

Location: Bristol , Avon Salary: 14,500 per annum Date posted: 06/06/2012 13:07 Job type:Permanent Company: Parsons Brinckerhoff Ltd Contact: Cat Nawn Ref: Totaljobs Job ID: 53644259

Facilities Assistant & ReceptionistPrimary FunctionTo monitor and maintain the efficient operation of all meeting rooms in order to meet the business units requirements at the Bristol office.To operate the switchboard between 14:00 and 18:00.To ensure the company Health and Safety policy is adhered to at all times.To monitor cleaning and conduct audits to ensue building is kept to an appropriate standard.Secondary FunctionTo provide cover and support to Reception and the Facilities Department when required to do so.

Principal Accountabilities

Meeting Rooms

To liaise with Reception in order to establish Meeting Room bookings and requirements and to set up meeting rooms accordingly, providing lap top projectors, and screens etc when requested.To provide a tea and coffee service between 09:30 and 13:00.To collect lunches from reception transfer onto appropriate crockery and deliver into correct meeting room, setting out as required by the host.To regularly check meeting rooms and make sure lunches and tea/coffee cups are collected promptly when finished and liaise with cleaners to ensure the room is prepared for the next day. Collecting record of meals sheets and matching the invoices.To ensure meeting rooms are left in a clean and tidy manner by liaisng with business units to ensure all meeting papers and documents are removed, white boards are cleaned etc.To set out meeting rooms as required by the business units, utilising help from other members of Facilities where necessary, and providing lap top projectors, screens etc when requested.To monitor and maintain vending machines, restocking and cleaning when necessary, monitoring and ordering stock when required.To carry out such other relevant duties as may be required by the Facilities Office Manager.ReceptionTo operate the switchboard between the hours of 14:00 and 18:00, ensuring calls are answered promptly and professionally.To greet all visitors to the site in a friendly, courteous and professional manner, issuing visitor passes and giving details of fire alarms, site health and safety etc.Take bookings for meeting rooms and lunches ensure the correct paperwork is filled out and filed.To create a log for the morning Receptionist to ensure she is aware of any problems, messages etc.To carry out such other relevant duties as may be required by the Facilities Office Manager.MiscellaneousTo conduct daily cleaning audits, collating the information and monitoring standards. Reporting poor performance to the Facilities Office Manager and attending occasional cleaning contract meetings.To conduct weekly maintenance audit of the building, reporting any faults to the Facilities Office Manager. Water temperature testing for legionella (training will be given).To maintain company notice boards ensuring all displayed information in up to date and well presented, and to add notices provided by the Facilities Office Manager.To monitor cleaning consumable stock levels, reporting any inconsistencies to the Facilities Office Manager.To conduct a daily inspection of car park, and issue parking tickets to cars without relevant permits.To act as a First Aider and Fire Warden (training will be given).To assist business units with any ad-hoc administrative tasks if time permits and approved by the Facilities Office Manager.To carry out other relevant tasks as may be required by the Facilities Office Manager.