Facilities Assistant

Facilities Assistant – 9 month fixed term contract

£30,000 full time equivalent

Birmingham

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.

Key Responsibilities:

1. Pre-Move Planning:

1. • 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.

1. Logistics Management:

1. • 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.

1. Communication and Coordination:

1. • 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.

1. Vendor Management:

1. • 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.

1. IT and Infrastructure:

1. • 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.

1. Health and Safety:

1. • 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.

1. Post-Move Support:

1. • 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.

1. Budget Management:

1. • 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.

Qualifications:

• 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