PT Facilities Assistant

We're looking for a Part Time Facilities Assistant to join the Facilities Administration Team here at Zen who, as a group, provide support to the wider business through Office Services, Maintenance, Front of House, & Security.

Reporting to the Facilities Administration Team Leader, the candidate will play a critical role in ensuring the smooth operation of the building's facilities and services. This position supports front-of-house reception duties, mailroom operations, and general facilities management. The individual serves as the first point of contact for visitors, provides exceptional customer service, manages meeting room bookings, and coordinates building-related tasks and mail distribution. Additionally, the role involves administrative support, ensuring compliance with organisational standards, and maintaining the overall efficiency and professionalism of the workplace environment.

Key to the role is flexibility, as the assistant will need to prioritise a variety of responsibilities while maintaining a high level of accuracy, professionalism, and responsiveness. The position supports both the daily operational needs of the facility and contributes to a positive experience for tenants, staff, and visitors alike.

This is a part-time position with the hours being 10am until 2pm Monday to Friday.

Key Responsibilities

Front of House and Reception:

Welcome and greet all visitors, providing a professional and exceptional customer experience.

Coordinate and manage event and hospitality services, including liaison with internal customers and tenants for meeting room availability, setup, catering, and managing charges or recharges where applicable.

Ensure the smooth daily management of meeting rooms, including bookings, setups, and post-event checks.

Respond promptly to requests for maintenance, meeting room, catering, and pool/hire car bookings via the Facilities Helpdesk or verbal requests.



Mailroom Operations:

Receive, sort, and distribute incoming and outgoing mail and packages efficiently and accurately.

Handle tasks such as scanning, emailing, and archiving postal correspondence.

Manage the receipt and recording of all goods-in using in-house systems.

Work closely with the Logistics team to receive, process and dispatch customer hardware used for the connectivity services they buy from Zen.

Process and manage courier bookings, ensuring proper coordination with relevant service providers.

Maintain inventory of printed materials, general stationery, and shelf stock, placing orders when necessary.



Administrative and Financial Support:

Raise purchase orders, manage recharges, and reconcile invoices related to facility management services.

Maintain accurate records and documentation for compliance with ISO standards (e.g., ISO14001, ISO9001, and ISO27001).

Gather and compile daily and monthly statistics, generating reports as required for management.

Maintain well-organised filing systems for all necessary documentation.



General Duties:

Build and maintain strong relationships with internal customers, acting as a key point of contact for staff and tenant enquiries related to facilities and support services.

Proactively ensure stock, materials, and assets relevant to your areas of responsibility are well-ordered and managed.

Work collaboratively with colleagues to ensure timely and efficient responses to all requests and tasks.

Provide general administrative support, including ad-hoc tasks as required by the Facilities Management team.

Offer assistance beyond the listed duties when necessary, contributing to a flexible, team-oriented environment.

Strong communication and interpersonal skills, with a professional, approachable demeanor and a customer-focused mindset.

Ability to make sound operational decisions, take ownership of tasks, and deliver results.

Excellent organisational and time management abilities, with attention to detail and the ability to prioritise a dynamic workload.

A proactive team player who contributes ideas, listens to others, and supports colleagues effectively.

Flexible and adaptable, able to handle varying workloads and adjust to changes in processes.

Self-motivated and able to work independently, using initiative to solve problems logically and methodically.

Solid knowledge of Microsoft Office, especially Excel (e.g., pivot tables, data analysis, and charts), with proficiency in office and mailroom equipment.

Familiarity with financial processes, including invoicing, purchase orders, and recharges.

Understanding of ISO compliance standards (e.g., ISO14001, ISO9001, ISO27001) and ability to maintain related documentation.