Our prestigious financial services client is seeking an experienced facilities or office services professional who enjoys operating in a fast-moving corporate environment where no two days are the same. Working within a highly professional financial services setting, the role offers broad exposure across facilities coordination, business support, health & safety, archiving governance, supplier management and wider operational support functions.

The position sits at the heart of the business and plays a key role in ensuring the smooth day-to-day running of the office environment. From overseeing document archiving processes and maintaining business continuity systems, through to supporting environmental initiatives and providing hands-on operational assistance where required, this is a varied and visible role with genuine responsibility.

The organisation is seeking an individual who is proactive, highly organised and comfortable managing multiple priorities simultaneously. Candidates who enjoy ownership, can work calmly under pressure and are happy rolling up their sleeves when needed will thrive in this environment. The role also offers exposure to wider Health & Safety and operational governance responsibilities, making it an excellent opportunity for someone looking to further develop within a corporate financial services infrastructure environment.

Key Accountabilities

•Support the Assistant Manager in overseeing mailroom staff operations on a day-to-day basis

•Support Facilities team in managing the security function and site access protocols.

•Support the Administration Manager during the annual insurance renewal process and risk assessment.

•Process occasional calls from external contacts or clients in a professional manner

•Maintain new joiner / leavers register and support the HR department with any reporting requests in this regard.

•Maintain fixed asset register and carry out physical asset reviews.

•Input into the Banking system all entries on a monthly basis

•Maintain the access control system, produce daily/monthly reporting

•Authorise and send purchase orders, ensuring adherence to procurement budgets.

•Manage inventory and procurement for stationery, printing, and essential office suppliers.

•Monitor document archiving online database to ensure data integrity and ease of retrieval.

•Review/authorise document archiving Intake Forms processed by the mail room

•Produce document archiving destruction report to all departments on a yearly basis

•Update Everbridge (Emergency Notification System)), to ensure staff contact data is current for business continuity.

•Assist in Health & Safety functions

•Maintain Fire Safety awareness portal and and ensure completion of DSE (Display Screen Equipment) assessments.

•Assist facilities management with environmental initiatives and associated tasks

•Provide proactive desk-side cover and hands-on support for team members during periods of absence or peak workloads to ensure all administrative service levels are maintained.

•Any other duties as directed including adhoc / occasional duties (sickness cover) including covering reception, helping with archiving, moving boxes, now and again. Itesm that might not be fully including in the JD.

Experience

•At least 3 years of experience in a supervisory role, preferably within any financial

Services

•Proven ability to manage competing priorities and remain calm under pressure within

a high-stakes, fast-paced corporate environment.

•Strong understanding of Health & Safety and its application within a professional services or financial office setting.

•Excellent knowledge of Microsoft applications