Workplace Assistant

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

• The delivery and despatch of Mail, courier and associated incoming items to and from the office
• Distribution of faxes electronically and hard copy
• Archiving – 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

Print Management

• 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.)

Office Maintenance

• 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

Meeting Room/Reception Service (Cover in CSA’s absence)

• 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

General

• 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 ‘can-do’ approach towards all given tasks

• Adaptable to work in other areas of Facilities operations
• Understanding of privacy and confidentiality