Apprentice Facilities Administrator
The Vacancy
The role of the Apprentice Facilities Administrator is to work within the Facilities team to deliver a first class, professional service to the business and will take personal ownership and responsibility for standards of service. The Apprentice will be the first point of contact for client facing duties for all visitors to our London offices and facilities matters. Assisting in management of office space, Health and Safety; and Facilities Services. The Apprentice will also be working and studying towards a Level 2 Facilities Services Operative qualification.
Responsibilities
To support the Facilities Coordinators and Facilities management team in the provision of a five star facilities Service to the business. This is including coordination of suppliers and their activities as well as providing an efficient and effective service to the business.
Specific responsibilities include but are not limited to:
- Undertake daily activities for the management of the London office environments. Tasks include but are not limited to; opening and closure procedures, incoming post distribution and outgoing post franking, office organisation, access card issue, stock checks and procurement.
- Restocking of printers and kitchen refreshments.
- Front of house – Meet and greet, meeting room management and set up including teas/coffees when required.
- Assisting in the management of office equipment, fixtures/fittings, service contracts, cleaners for all Hollis offices.
- Assist with the desk booking management system (Cloudbooking).
- Facilitate Fee earner booking requests including couriers, access platforms and car hire.
- Organise internal events and set up, e.g cake mornings, payday drinks, quarterly lunches.
- Assist the Coordinators with Facilities inbox requests and provide responses and resolutions to agreed timescales and KPIs as directed by the Facilities management team.
- Assist with booking management for employees with our travel service provider.
- Assist with the management of our vehicle driver check service and fuel cards.
- Assist the Coordinators with obtaining H&S/compliance documentation internally and externally ensuring that we are audit ready for all Hollis offices.
- Compliance with the Health and Safety and Environmental Management Policies of company.
- Help ensure completion of housekeeping / H&S and PPM inspections across all Hollis offices.
- Assist with management of fee earner equipment and the necessary calibration of equipment.
- Oversee the new starters/leavers process for facilities tasks.
- Procure and distribute relevant PPE to fee earners and ensure records are complete.
- Help to update our internal intranet Facilities pages and send out comms via appropriate channels.
- Obtain and review DSE forms, helping to ensure records are complete and up to date.
- Produce regular reports as required by the business.
- Support regional service office assistants or equivalent office contact who is responsible for Facilities matters.
- Help to promote ESG as part of our department objectives.
- Travel to other Hollis offices to provide help and support as and when required.
Requirements
- GCSE Grade C/4 or above in English and Mathematics or equivalent accepted Level 2 Maths and English qualifications
- Understand and apply all procedures relating to work activities.
- Excellent communication skills, with confidence and diplomacy, along with good practical knowledge of Word, Excel and Outlook and MS Teams.
- Able to work as part of a team, supporting colleagues as well as the ability to work independently, be pro-active and take initiative.
- Experience of working within a customer focused environment is desirable.
- Be able to prioritise workload, work to tight deadlines, plan, organise and monitor several activities at the same time.
- Diligent, and results focused with a ’no task is too small’ attitude.
- Strong interpersonal and organisational skills with the ability to thrive on providing an excellent service.
The Company
Hollis is a leading international, independent real estate consultancy. We work with owners, occupiers, developers and funders, across both private and public sectors, to help them get more out of their real estate, at every stage of the property life cycle.
We’re a multi-skilled team of surveyors, engineers, technical specialists, ESG consultants and project managers operating across the UK, Ireland, Germany, Spain and The Netherlands. We have a unique way of working and believe that people do things better by doing them together. We aim to do the right thing, be clear, transparent and find some fun along the way.
Why join us?
We are hardworking, progressive, successful and fun. We’re independently-owned and independently-minded, not afraid to give honest advice or to be ourselves. We aim to achieve the right balance for you, delivering excellent client service whilst supporting you in fulfilling your potential and achieving your goals.
We offer a highly attractive salary and a generous benefits package including:
- Life assurance and private medical insurance
- Season ticket loan
- 5% Employer pension contribution
- 25 days of holiday and an extra day off on your birthday
- Cycle to work scheme, retail vouchers, gym discounts and more
- EV car scheme
- Longevity awards
Hollis operates a hybrid-working policy giving employees the opportunity to work between their home and our offices, where their job allows it. In addition, employees are encouraged to request flexible working hours when needed and we work hard to accommodate where we can.
We are a sociable bunch and host pay day drinks, quarterly lunches, quiz nights and cultural and sporting activities to socialise and have fun with your colleagues. We also give back and take part in numerous charity events all over the country throughout the year.
We're Inclusive
Together we welcome, we embrace, and we celebrate our differences. Our aim is to provide a diverse and inclusive workplace which supports and cares for all our employees, including those from underrepresented or non-dominant groups. We’re focused on a culture of inclusion; where all barriers including prejudice are removed from our working environment; and where all our people are empowered to be the best they can be.
Don’t meet every single requirement? If you would like the opportunity to join Hollis but your past experience is not an exact match, we encourage you to apply anyway as you could be the right candidate for this role or another role within the company.
If you require alternative formats of our documents or need to apply offline, please get in touch with the talent acquisition team: talentacquisition@hollisglobal.com or call us on 020 7622 9555.
Documents
