18 August 2008

Secretary to Head of Facilities

Our client based in London EC2 are looking to recruit a Secretary to Head of Facilities.

To provide administrative and secretarial support to the Head of Facilities and the Facilities Team.

PRIMARY TASKS
1. Typing of correspondence, reports etc as required by the Head of Facilities.
2. Act as the point of contact for the Head of Facilities ensuring that accurate telephone messages are taken and passed on. To meet and escort visitors.
3. Diary management for the Head of Facilities, arranging meetings when requested.
4. Take and prepare meeting minutes when required.
5. Record all expenditure on Facilities accounts producing monthly reports for the Head of Facilities. Track orders and invoices and keep up to date records. Includes petty cash flow and expense reports
6. Assist the Head of Facilities in the administration of the Firm's business rates and insurance.
7. Arrange the accommodation for overseas secondees in London, liaising with Personnel, secondees, property agents, Finance Department and the Real Estate Department.
8. Act as travel booker for the Head of Facilities and the facilities team.
9. Keep records on Facilities Team's absence, holiday records and overtime.
10. Update and maintain the Facilities Team's Intranet pages.
11. Maintain the Facilities Team's filing and reference system in an efficient manner.
12. Maintain updated job descriptions, procedures and service level standards for the department.
13. Provide cover for the facilities helpdesk. and the facilities team members phones.
14. Administer car parking and lockers for employees.

Skills Required
Excellent telephone manner required to screen incoming telephone calls and deal with them appropriately.
Good organisational skills with the ability to prioritise tasks effectively and be self motivated.
Previous experience in the facilities or property management sector preferred.



Salary: £27000 - 30000
Contact Name: General Contact
Email: -
Phone: 020 8506 2300