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About the Role

This role supports the Facilities Services & Post Room Manager in delivering efficient, high-quality operational services across the head office and regional locations. Key responsibilities include managing mail, preparing meeting rooms, maintaining service records, responding to Facilities requests, and administering the purchase-to-pay system.

Responsibilities

• Process and electronically distribute all incoming mail within agreed timelines and compliance standards.
• Maintain accurate daily service logs and spreadsheets.
• Monitor shared mailboxes, ensuring timely responses and appropriate email tracking.
• Prepare monthly expenditure reports for the London and Chelmsford mailrooms.
• Assist with onboarding new starters through access control administration, ensuring security protocols are followed.
• Support the Facilities Services & Post Room Manager with regional office postal redirections, equipment quotations, and arrangements for office moves or closures.
• Compile and maintain weekly personnel and duty rotas to ensure appropriate coverage.
• Participate in weekly service meetings to confirm meeting room setup requirements.
• Maintain consistent cable management standards in meeting rooms and ensure team compliance.
• Handle porterage of goods, furniture, and equipment within the office.
• Act as a primary onsite contact for the Facilities team in the London office, providing guidance and support.
• Collaborate with the wider Facilities team to resolve local and regional queries effectively.
• Raise, manage, and receipt purchase orders for suppliers and goods with the P2P team.
• Support the administration of the purchase-to-pay system to ensure accurate procurement processes.
• Undertake any other reasonable duties as required to support the smooth running of Facilities Services.

Requirements

• Previous experience in a team leadership or supervisory role.
• Experience working with postal, courier, and online booking platforms.
• Knowledge of access control administration.
• Reconcile invoices and manage related administrative tasks.

Skills

• Experience in a corporate post room and/or facilities services environment.
• Health & Safety knowledge (desirable).
• Strong customer-service mindset with a proactive “How can we help?” approach.
• Excellent organisational and analytical skills.
• Ability to maintain accurate information systems.
• Ability to prioritise tasks, use initiative, allocate resources effectively, and perform well under pressure.
• Collaborative working style, able to build strong relationships with colleagues and external providers at all levels.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office, particularly Excel.
• Ability to create tools and systems that enhance service delivery.
• Flexible approach, with the ability to work different shift patterns when required.

Location

• Head office
• Group's regional locations
• London office

Work Type

• Full-time

Experience Level

• Team leadership or supervisory experience