Facilities Assistant – 9 month fixed term contract
£30,000 full time equivalent
As a Facilities Assistant specialising in office moves, you will play a crucial role in coordinating and executing the relocation of our office space. Your responsibilities will include planning and organising the move, overseeing logistics, and ensuring a seamless transition to the new location. This role requires excellent organisational skills, attention to detail, and the ability to work collaboratively with various stakeholders.
- Pre-Move Planning:
- Collaborate with the Facilities Manager and other relevant departments to establish a clear timeline and objectives for the office move.
- Conduct site visits to the new location to assess space, layout, and infrastructure requirements.
- Create a detailed project plan outlining tasks, responsibilities, and deadlines.
- Logistics Management:
- Coordinate the procurement and delivery of packing materials, moving equipment, and any necessary supplies.
- Oversee the inventory, labelling, and packing of office equipment, furniture, and materials.
- Arrange for transportation and logistics services, including booking moving trucks and managing schedules.
- Communication and Coordination:
- Serve as the main point of contact for employees and departments regarding the move.
- Communicate the move plan, timelines, and guidelines to all staff members.
- Address employee concerns and provide guidance on packing and labelling personal belongings.
- Vendor Management:
- Coordinate with external vendors, such as movers and IT specialists, to ensure a smooth transition of equipment and services.
- Verify vendor contracts, negotiate pricing, and monitor vendor performance.
- IT and Infrastructure:
- Collaborate with the IT department to plan the relocation of computer systems, servers, and network infrastructure.
- Ensure that all necessary IT connections are established at the new location.
- Health and Safety:
- Develop and implement safety protocols for the move, including the safe handling of heavy equipment and chemicals.
- Ensure compliance with health and safety regulations during the move.
- Post-Move Support:
- Conduct post-move inspections to identify and resolve any issues or concerns.
- Assist with unpacking and setting up workstations in the new office space.
- Provide ongoing support to employees as they settle into the new location.
- Budget Management:
- Monitor and control expenses related to the office move within the allocated budget.
- Maintain accurate records of all expenses and submit financial reports as required.
- Previous experience in facilities management, office moves, or project management is preferred.
- Strong organizational and planning skills with an attention to detail.
- Excellent communication and interpersonal skills.
- Ability to work independently and collaboratively in a team.
- Knowledge of health and safety regulations related to office moves.
- Proficiency in using office software and project management tools.
- Physical ability to lift and move heavy objects if required.
- Problem-solving skills and adaptability to handle unexpected challenges during the move.
This Facilities Assistant position is a temporary role focused on facilitating a successful office move. The individual in this role should be flexible, adaptable, and capable of working under pressure to ensure a seamless transition for the organisation and its employees.
For more information please contact Alice Dale on 01905 783352 or email [email protected]
A company from Ballards group