N1, London
£25,000 - £26,000 per year
Permanent, Full-time
Job description

Purpose of Job

To assist the Facilities Manager in the smooth running of all BITC’s offices. This includes

assisting in the maintenance of high levels of safety and good housekeeping across all BITC offices; 

Co-ordination of service visits in line with BITC’s health and safety and contractual obligations to all BITC offices; Liaising with contractors and suppliers and support management of contracts.

 he post holder will also provide administrative support to the facilities manager and excellent customer service to staff and act in absence of the Facilities Manager in times of emergency


Main Responsibilities / Accountabilities


Facilities Management


  • Support the Facilities Manager in the management of all BITC buildings
  • Act as first point of contact for all building related issues and liaise with the FM to find resolutions
  • Co-ordinate building service visits for all offices:
  • Fire detection and prevention equipment
  • Security Alarm
  • Emergency Lighting
  • Water Coolers
  • Manage day to day service contracts dealing with any issues
  • Co-ordinate repairs and maintenance ensuring minimum downtime:
  • Building Maintenance
  • Photocopiers
  • Water Coolers
  • Franking Machine
  • Ensure general maintenance and repairs are carried out safely and efficiently by external maintenance contractors. Note that, from time to time, it will be necessary to attend the building outside working hours during evenings or weekends to supervise out of hours work undertaken by contractors
  • Keep records of maintenance and identify reoccurring issues and propose solutions
  • Undertake regular inspections of completed work and service contracts
  • Monitor spend on regional postal account ensuring sufficient funds are available across all offices
  • Environmental management - Record monthly energy, water, and waste usage. Identify irregularities
  • Responsible for safe keeping of all building keys




  • Monitor and encourage staff to follow procedures and policies for Shepherdess Walk and address issues
  • Walk the job weekly at Shepherdess Walk to identify issues
  • Inspect Shepherdess Walk meeting rooms & kitchens to replenish stock and remove non fixed items
  • Replenish and tidy stationery trays frequently at Shepherdess Walk removing any unauthorised materials 
  • Monitor onsite storage and general housekeeping at all regional offices. Working with each office to keep their space tidy and free from hazards
  • Liaise with teams regarding offsite storage, oversee monthly content reviews and work with teams to reduce storage and costs where possible




  • Day to day management of stationery contract including purchasing and monitoring spend
  • Meet quarterly with supplier to review contract and identify cost saving opportunities
  • Weekly stock checks at Shepherdess Walk




  • Regularly check of quality standards to ensure that daily and periodic cleaning is carried out in line with the cleaning specification across all regional sites
  • Maintain good hygiene standards across all regional offices and ensure cleaning contracts deliver value for money
  • Ensure cleaning products and chemicals are safely stored in line with COSHH (Control of Substances Hazardous to Health) regulations
  • In accordance with the WEEE (Waste Electrical and Electronic Equipment) Directive ensure the safe disposal of electrical and electronic equipment




  • Issue fixed line numbers for new starters at Shepherdess Walk
  • Update Reception telephone system regularly with regards to leavers and team changes
  • Liaise with IT regarding any faults
  • Day to day management of mobile contract: ordering devices, updating spreadsheet of changes, returned devices and troubleshooting. Liaising with our internal IT department and our external mobile phone provider on all relevant mobile issues.




  • Check, sign off and process all 2CS (Facilities budget) invoices for payment and follow up discrepancies with suppliers
  • Support the Facilities Manager with budget setting and operational expenditure




  • Support the Facilities Manager during the risk assessment process and co-ordinate remedial works
  • Induct new starters at Shepherdess Walk
  • Lead, manage and administer BITC’s internal DSE Assessment programme, liaise with the Facilities Manager on responses to DSE requests and issues
  • Arrange training for fire wardens and first aiders for Shepherdess Walk


Admin support


  • Provide daily Reception cover at Shepherdess Walk
  • Provide administrative support to the FM Team


Other tasks


  • Assist with one-off projects as required


Special working conditions


  • Travelling across the UK region is required
  • Occasional travel outside of working hours will be expected
  • Manual handling training is required for this role.
Refreshed on: 23 September 2020
Closed date: 24 September 2020
Job ref: SEP20204166
Tags: Admin, Advice, Information

The client requests no contact from agencies or media sales.