Office & Facilities Assistant (Temp)

Rickmansworth, Hertfordshire
Reed

We are seeking an Office & Facilities Assistant to ensure the smooth day-to-day running of a Head Office in Rickmansworth. This role is crucial in providing a professional and efficient experience for visitors and suppliers, as well as offering administrative support for various office tasks.

Day-to-day of the role:

• Serve as the first point of contact for visitors and suppliers, ensuring a professional and friendly reception.
• Handle telephone enquiries, directing calls and taking messages as necessary.
• Manage relationships with facilities management contractors and suppliers, including those for recycling, sanitary, utilities, and building security services.
• Collaborate with the Group’s HSE Lead to champion office health and safety, including maintaining training for Fire Wardens and First Aiders, organising regular fire drills, and supporting risk assessments.
• Work closely with IT regarding the phone system, security/CCTV monitoring, and building access control.
• Coordinate office adaptations or refurbishments and order new equipment as needed.
• Ensure that office supplies, kitchens, and washrooms are fully stocked and manage stock control.
• Manage the distribution of daily incoming and outgoing post and deliveries.
• Organize office social events and support the administration of board meetings, including arranging lunches and refreshments.
• Assist in organizing travel and accommodations for employees and board members, especially during peak times.
• Support the organization of training programs and leadership conferences.
• Oversee daily lunch orders, ensuring accuracy and gathering employee feedback.

Required Skills & Qualifications:

• Proven track record of autonomously coordinating office and facilities tasks.
• Highly organized with strong time management skills.
• Excellent customer service skills and ability to present the company professionally.
• Effective communication skills at all levels.
• Confidence in managing day-to-day facilities tasks.
• Proactive and responsive attitude with the flexibility to adapt to changing demands.
• Technical proficiency in Microsoft Office suite and experience with other software platforms.
• Strong attention to detail and record-keeping skills.
• Ability to multitask, prioritize, and organize.
• Discretion in handling confidential information.
• Fire Warden and/or First Aider qualifications are advantageous, with willingness to train if not already qualified.
• Basic Health and Safety knowledge or qualification is beneficial.
• Experience in booking and arranging travel.

This is a temporary post for approximately 1 month and will be based 5 days on the office. Monday to Friday 9am to 5pm.

Candidates must live local to the Rickmansworth area. Office is a short walk from the station. Parking is also available onsite.