Pinsent Masons Hiring for Client Services Assistant Job at Dubai Full Time

Department: Facilities

Location: Dubai

Job Title: Work Place Assistant

Hours of work: 9.00am to 6.00pm Monday to Friday. (Flexibility with working hours for this role is essential)

Reports to: Workplace Coordinator & Workplace Manager

Responsible for: N/A

Purpose of the role:

Responsible for assisting in the running of the office services within the Facilities Department working across multiple areas.

Main duties and responsibilities

Office Operation

• Maintain the cleanliness and orderliness of the pantry and other areas of office
• Maintaining and cleaning of fridges, microwaves and other white goods
• Procurement of various items (personally, online or otherwise) and keeping up-to-date inventory of pantry consumables
• Movements of boxes, files and other items as requested
• Coordination and collaboration with WPAs for the smooth functionality of office operation
• Maintenance of office workstations including installation of workstations, monitors, cable management etc
• Replacing ceiling tiles and lights
• First point of contact for AC, lighting, power etc and according liaison with respective parties
• Liaise with third party contractors and suppliers for the procurement and/or general office maintenance
• Work within Facilities Department and other departments for operational procedures and legislative requirements
• Ensure that the office environment are kept in a good working condition including but not limited to adequate room temperature, H&S standard etc

Meeting Room/Reception Service

• Maintain cleanliness and orderliness of the meeting rooms and FOH areas
• Set up meeting rooms as required
• Prepare and serve refreshments
• Monitor & refill stock in the pantry (tea, coffee, sugar)
• Assist with VC connections and other minor IT requests
• Meet and Greet visitors and escort them to their assigned meeting rooms

Post, Courier, Stationery

• The delivery and despatch of Mails, couriers and other associated incoming and outgoing items to and from the office including collection of post from the post office, point to point collection and delivery of urgent items etc.
• Archiving – preparing and packing boxes for archiving
• Delivery of stationery requests as directed
• Stationery management – monitor and refill stationery
• Shredding of confidential documents

Print Management

• Printing, copying and scanning as required
• Binding, paginating, filing etc
• Toner replacement and first line maintenance of equipment
• Reporting of issues to supplier for maintenance and repair
• Maintaining office equipment including but not limited MFP, binding machine, shredding machine etc

Health, Safety & Environment

• Health & Safety – Be conversant with firms Health & Safety policy and how local legislation may impact this, conduct /ensure monthly risk checks are carried out across the premises, ensure new staff inductions are carried out and ensuring all statutory signage, Fire evacuation plans etc are up to date and properly displayed.
• Monitor the working environment in order to adhere to relevant health and safety standards, including correctly recording and reporting hazards/accidents.
• Assist with First Aid and Fire Warden provision.

General

• Any other reasonable request for tasks to meet business requirements

Person Specification

Relevant Experience

• Relevant experience of working in a Facilities Department within a similar professional services environment preferable, training provided
• Experience of working in Facilities department or similar environment
• Punctuality and discretion

Key Skills

• Ability to work both as part of a team and unsupervised
• Good communication skills
• Good level of English both written and spoken
• Ability to work under pressure
• Ability to use PC based departmental systems effectively
• Ability to perform minor repairs

Personal Qualities / Behaviours

• Highly motivated with a ‘can-do’ approach towards all given tasks
• Good attention to detail

• Adaptable to work in other areas of Facilities operations
• Understanding of privacy and confidentiality