Facilities Post Room Assistant
Facilities Post Room Assistant
Posted on :
14-04-2025
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1 Vacancy
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Job Description
Facilities & Post Room Assistant
Shift Pattern:
Standard 40 Hour Week (United Kingdom)Scheduled Weekly Hours:
40Corporate Grade:
F OfficerReporting Line:
(UK Division) CFAO OfficeLocation:
UKLondonWorker Type:
PermanentTo assist the Facilities department in delivering a high level of service to the LME and LME Clear staff visitors from the HKEX Group general visitors and users of the trading floor within the LME and LMEC (collectively LME).
Responsibilities:
Post and courier services:
- Ensure that all incoming post and internal mail is received and delivered in line with the post room services and security scanning procedures logged on spreadsheet and sent on daily team report.
- Ensure that all internal and external mail is picked up and sent out. Ensuring any tracked mail is appropriately recorded.
- Ensure that adequate levels of stationery are kept in the post room to enable quick and efficient processing of any mailing requirements.
- Organise couriers (London UK and globally) and dispatch as required and maintain records of orders to match against expenditure.
- Ensure incoming courier deliveries are delivered to staff members promptly in line with the post room services and security scanning procedures.
- Provide training to Facilities Assistant and Reception team if/when any changes are made to provider services to ensure all courier services can be covered during any absence.
Safety and risk management:
- Daily checks to ensure sufficient fire marshal/first aid staff are on site and arrange cover where needed.
- Daily fire exit and weekly fire alarm test checks and recording in site fire logbook.
- Periodic safety checks to include CO2 monitoring first aid AED fire extinguishers and fire doors.
- Management of fire extinguisher service.
- Attend Radiation Protection training and act as appointed RPS for use of the site xray scanner in accordance with the site safety rules.
Physical security:
- Assist the Facilities Manager in the administration of the JLM process including logging new pass requests with building management adding and removing staff access passes and providing additional access and ensuring employee ID is added to ACS record for reporting.
- Ensuring prompt removal of leavers subject to leaver form date informing 10FS and aiding line managers with leavers equipment report for Facilities items (keys/pass return).
- Administration of members staff trade floor access passes ensuring relevant approvals are obtained and saved in department file for auditing purposes.
Catering services:
- Daily staff breakfast setup to include ordering and stock control of consumables/packaged items and providing expenditure reports.
- Stock control of staff free issue coffee pods.
- Arrange maintenance and manage/book call outs for staff vending/water machines.
- Assist with catering deliveries and setup for any large hospitality events.
Office supplies and asset management:
- Management of staff lockers including upkeep of locker spreadsheet periodic locker audit and key maintenance.
- Maintaining staff free issue stationery cupboard maintaining adequate stock supplies and providing expenditure report.
- Ordering of printed stationery and staff business cards as needed.
- Artwork and trophies audit with periodic valuation for insurance register.
Porterage:
- Carry out transportation of boxes and other deliveries and housekeeping duties to ensure that reception areas and the post room maintain a tidy and presentable appearance.
- Assistance with meeting room set up as directed by reception or LME staff including assisting with furniture setup/layouts for meeting rooms and events and provision of equipment.
- Deliver/pick up crates and assist with moving items for office moves.
- Ensure photocopiers are stocked with paper and suitable stock levels are maintained.
General support:
- Liaise with building managers relating to building issues logging tickets on TAP and keeping Facilities Helpdesk updated with any issues raised.
- Prompt review and updating of department Cherwell tickets ensuring escalation to appropriate team member as with access to highlevel areas of the premises with use of site access equipment (ladders).
- Provide administrative assistance as requested by the Facilities Manager to include the collation and processing of data the production of POs appointment booking diary management and placing orders.
Budgets:
- Ensure Purchase Orders are raised for all orders invoices matched and monthly PO sheet is maintained.
Academic and Professional Qualifications Required:
- A good general education.
Required Knowledge and Level of Experience:
- Good level of general experience in a similar role.
Skills set and Core Competencies Required for Role:
- Must have the ability to work in a proactive manner with the minimum of supervision.
- Must have the ability to work as part of a team.
- Good organisational skills.
- Good communication skills.
- Ability to prioritise workload.
Personal Qualities:
- Must have a personable disposition.
- Must be flexible.
Employment Type
Full-Time
Key Skills
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