Workplace Assistant
Dubai, United Arab Emirates
Job Description
Department: Facilities
Location: Dubai
Job Title: Work Place Assistant (3m FTC)
Hours of work: 9.00am to 6.00pm Sunday to Thursday. (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
Post, Courier, Fax, Stationery
Post, Courier, Fax, Stationery
- The delivery and despatch of Mail, courier and associated incoming items to and from the office
- Distribution of faxes electronically and hard copy
- Archiving \xe2\x80\x93 preparing and packing boxes for archiving
- Collection of urgent mail, courier and internal requests
- Point to point collection and delivery of urgent items
- Delivery of stationery requests as directed
- Portering duties as and when required
- Stationery management - monitor and refill stationery
- Shredding of confidential documents
- Collection of post from the post office
- Printing and copying as required
- Toner replacement and first line maintenance of equipment
- Reporting of issues to supplier for maintenance and repair
- Scanning, binding and sending faxes
- Maintaining office equipment (printers, copiers, fax machine etc.)
- Maintaining office appliances (coffee machine, microwave, dishwasher etc)
- Office furniture and fixtures
- Electric wires and data cables
- Replacing ceiling tiles and lights
- Installing workstations
- Assist in maintaining the cleanliness and orderliness of the pantry area and other areas of office
- Cleaning of fridges
- Liaise with third party contractors and suppliers for the procurement and/or general office maintenance
- Check meeting rooms for water, glasses etc
- Prepare and serve refreshments
- Monitor & refill stock in the pantry (tea, coffee, sugar)
- Set up meeting rooms with various layouts as required
- Buy office supplies personally (occasionally) e.g. kettle, flat iron, blower, bed linens, etc
- Coordinate with fellow WPAs for various requirements around the office
- First point of contact for reported building and office related issues i.e. AC, lighting, power etc. Liaison with landlord for above
- Work within Facilities Department and other departments within the office for operational procedures and legislative requirements
- Office moves and furniture assembly
- Ensure that the office environment are kept in a good working condition including but not limited to adequate room temperature, H&S standard etc
- 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
- Good attention to detail
- Highly motivated with a \xe2\x80\x98can-do\xe2\x80\x99 approach towards all given tasks
- Adaptable to work in other areas of Facilities operations
- Understanding of privacy and confidentiality
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Job Detail
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Job IdJD1491945
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationDubai, United Arab Emirates
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EducationNot mentioned