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The Facilities Coordinator role is an integral role within the Facilities E&A team that supports the delivery of Facilities operations for ICF. The role plays a vital part within the delivery of health and safety, reception/access, hard and soft services, projects and minor works, working with third party contractors on the delivery of but not limited to contracts such as waste, catering, cleaning, maintenance and security.
Answer the phones and greet clients/visitors and ensure that the office/reception area maintain the desired level of client service.
To ensure that records of the arrival of visitors and the issue of passes are completed in a timely and professional manner. Building security access card system as required in line with company guidelines and problem solve with regards to access levels and faults as directed by the Office Manager.
To ensure that notification of any person(s) being visited are informed of arrival of visitor in a timely manner and kept informed as and when required.
Managing incoming and outgoing mail and couriers. Scanning and distributing post to relevant colleagues. Follow up of registered mail and maintain invoice records for couriers and post and adding job numbers to each invoice.
To monitor and provide statistical information of the types and categories of people visiting the office and usage of the adjacent conference rooms, providing such information to management on request.
Assist with the preparation of meeting rooms in accordance with hosts requirements, which includes the setting up of all furniture & organising catering requirements.
Quality assurance – to undertake daily, weekly and monthly walk rounds, to monitor and maintain the condition of building, housekeeping, health and safety performance of staff and the businesses, print rooms, kitchen and meeting rooms.
Ordering and stock control –ensuring sufficient stationery and catering supplies are maintained at all times, including asset management and stock control for but not limited to maintenance, building fabric and furniture.
Assist the Health & Safety Manager to oversee first aiders and fire marshals ensure their training is current and lists are up to date.
For new employees – Assist with H&S office induction and tour of office and building explain health & safety procedures.
Maintain the Net2 access card, providing access cards to new starters, visitors and resolve issues i.e., cards not working.
Provide desk numbers and guidelines on the TSS desk booking system.
Stock first aid kits, post required signage, conduct required reporting and recording of incidents to the Office Manager.
Maintaining invoice records for couriers, mail, stationery, utilities, service charges and rents. And ensure timely payments to the contractors/ vendors.
Manages filing systems and allocation of filing space including filing room and assigns offices, desks, and lockers to employees.
Cleaning – to monitor and support the day-to-day cleaning with cleaning contractor, supporting the delivery of requests and reports of reactive incidents, waste/recycling management, reporting issues, ensuring quality assurance to the Office Manager.
Re-fill hand sanitisers and ensure wipes are available in meeting rooms and desks. Carry out Covid-19 procedures making sure posters are in place etc.
Liaise with Landlords and building management/security on any issues concerning our rented premises, informing employees as and if required.
Respond to emails in the facilities mailbox.
Updating and recording any facilities issues on the facilities log sheet on the shared Facilities Management folder on a regular basis.
Carrying out any other duties as instructed by the Office manager.
Assist with office events onsite / off site (office & festival celebrations)
Experience in Office or Facilities Administration an advantage.
Flexible with a great sense of responsibility and service.
Self-motivated and self-directed and ability to work on your own initiative.
Team player with the ability to multi-task in a fast-paced dynamic environment. ‘Prepared to get involved in the detail when necessary’ / ‘Can do’ attitude.
Excellent organisational and time management skills.
Excellent IT skills, including knowledge of a range of software packages.
The capacity to prioritise tasks and work under pressure.
Ability to liaise well with others.
Strong oral and written communication skills.
Attention to detail.
Flexibility and adaptability to changing workloads.
Problem-solving skills and project management ability.
Working at ICF
Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. Smart, compassionate, innovative, committed, ICF employees tackle unprecedented challenges to benefit people, businesses, and governments around the globe. We believe in collaboration, mutual respect, open communication, and opportunity for growth. If you’re seeking to make a difference in the world, visit www.icf.com/careers to find your next career. ICF—together for tomorrow.