Job Title: Facilities Assistant

Division: Enterprise Real Estate Services

Department: EU and UK Real Estate & Workplace

Location: London

Type: Permanent

About the Role

To act as the Facilities Assistant for the London offices of Liberty Specialty Markets, comprising some 1500 staff occupying 5 floors in the landmark tower at 20 Fenchurch Street. Reporting to the Facilities Manager but working closely with the UK Real Estate Manager and rest of the UK Real Estate and Workplace department.

About the Department & Team:

The Real Estate & Workplace team supports the offices hosting Liberty Mutual’s various insurance businesses in the UK, Europe and MENA. The team reports into the Liberty Mutual Enterprise Real Estate Services Team (based in the US) who set principles and guidelines for office design and operations, share best practice globally and coordinate internal approvals for real estate transactions.

Key Responsibilities

Facilities Management:

Assisting the Facilities Team with office moves and other general ad hoc projects
To proactively work towards promoting a sense of pride in the RE&W department
Assist with maintaining the property to an acceptable condition
Help with event setups/moving furniture
Manual Handling duties as required
Support Invoicing/Requisitioning for supply expenses and New supplier entry
Some data input responsibilities
Help maintain the London RE&W email helpdesk account
Distributing posters and other Facilities related comms and materials
Keep FM store rooms tidy and keep an inventory
Assist with maintaining desk booking platform

Office security:

Proactive and accurate programming of access cards for new joiners, visitors, contractors and temporary staff
Ensuring all leaver access cards are deleted promptly from the system
Liaising with building security and relevant contractors
Staff personal locker management
Supervising contractors and ensuring that all engineers follow the approved procedures when required

Health & Safety:

Become an active Fire Warden and First Aider (training provided)
General Health & Safety management by carrying out daily/weekly walk arounds in 20FS
Carry out weekly stock takes of all first aid boxes, order stock when needed and keep back up stock
Keep all first aid & fire marshal signs up to date
Support business related events and communities
Assist with contractor induction process & permit to work criteria

Stationery:

Carry out a weekly stock take of the stationery in the stationery cupboard, order stock when required.
Keep the stationery cupboard organised
A green stationery champion
Be the first port of call for all stationery enquires
Liaison with the supplier

Office maintenance:

Taking initiative in carrying out weekly office walk arounds in 20FS, recording all issues and ensuring they are reported to the Facilities Coordinator
Immediate reporting and recording of all building issues

Post:

Collect deliveries from the loading bay & building post room and notify the staff member who ordered it
Store deliveries in the FM area until they are collected
Organising incoming and outgoing post (incl. franking and couriers)
Collect incoming post from the post room in the am & pm daily
Distribute incoming post to relevant departments
Frank all outgoing post each day and take down to the post office/building post room
Bi-weekly offsite collection check at the nearby DX exchange
Scan incoming post and allocate to the correct recipient

Adherence to all relevant regulatory requirements forms part of your role, and the demonstration of behaviours as set out in the Conduct Risk Policy, as they relate to your role, is core to LSM's commitment to placing customers at the centre of our business and behaving with integrity. LSM expects you to understand your responsibilities relating to all regulatory and internal requirements, and to proactively demonstrate compliance with these requirements and behaviours at all times. These requirements include Solvency II, fair treatment of customers, Financial Crime, Data Protection, Conflicts of Interest, and Whistleblowing.

Skills and Experience

Experience working within a Facilities environment desired but not mandatory
Good standard of education
Able to move heavy furniture (Manual Handling training provided)
Good customer service skills
Tact and diplomacy
Ability to relate to and communicate effectively with, both verbally and written, all levels of staff
Good IT skills including Microsoft Office
Ability to work under own initiative
An ability to review and prioritise work within agreed parameters.
A team player but able to work using own initiative with a proactive approach and an ability to focus on the detail
Able to work effectively under pressure and meet deadlines
A desire and ability to develop and learn new skills and enhance current skills to grow professionally
Presents a capable, competent and professional image at all times

About Liberty Specialty Markets (LSM)

Liberty Specialty Markets is part of Global Risk Solutions and the broader Liberty Mutual Insurance Group, which is a leading global insurer. We offer a breadth of world-class insurance and reinsurance services to brokers and insureds in all major markets.

Our people are key to our success. That is why "Put People First" is one of the five Liberty values which unite us as a global organisation. We bring this to life for our colleagues through:

Offering a vibrant and inclusive environment and committing to their career development.
Promoting diversity, equity and inclusion (DEI). Our Inclusion Matters framework and employee-led networks strengthen the diversity of our workforce and our inclusive environment.
Reinforcing that collaborating together to share our unique perspectives help us make better decisions, deliver innovative solutions and pursue our ambitious goals.
A supportive culture, which includes promoting a healthy work-life balance and working flexibly.

For more information, please follow the links below:

https://www.libertyspecialtymarkets.com/gb-en/careers/working-for-us

https://www.libertyspecialtymarkets.com/gb-en/careers/diversity-inclusion-wellbeing/diversity-and-inclusion

UK Real Estate and Workplace jobs

Facilities Assistant