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I am administrator for the Estates & Facilities team and PA for the Campus Operations Manager: • Diary management for the Campus Operations managers • Monitoring the Planon helpdesk system for Estates & Facilities at the KCL Denmark Hill campus • General administrative tasks: ordering supplies for the office etc • Providing PA support to the Estates & Facilities Management team: incl managing diaries, ordering refreshments for meetings, booking rooms • Receiving, processing and tracking invoices from all suppliers • Monitoring and maintaining records for sickness and absence of the team • Organising team building events and Christmas parties • Providing reports on the Planon Helpdesk system to allow management to monitor work efficiency. • Raising orders for all members of the team, monitoring receipt of goods. • Processing recharges for works completed by the team • Updating the Estates & Facilities budget and providing a breakdown via spreadsheets and pivot tables. • Coordinating the roll out of customer service training modules. • Building and maintaining Sharepoint pages as needed. • Maintaining training records for the team • Keeping track of health and safety incidents reported within the department • Updating the information screens located around the campus • Taking notes at meetings • Ordering keys for all offices on the campus
• Monitoring the Planon helpdesk system for Site Services at the IoP, previously Audittrac (FM Software) • Assist with management of catering finances-processing invoices, collating stock take data, updating the catering budget. • Updating the Site Services budget • Various design/ graphics assignments incl. PowerPoint presentations, internal advertising materials, on behalf of Site Services management • Processing internal IoP work orders and following up outcome. • Processing customer inquiries. • General administrative tasks. • Updating and maintaining the key spreadsheet and key cabinets. • Providing administrative support to the Site Services Manager. • Updating the Support Services temporary staff records. • Update the Site Services waste spreadsheet • Keep the PAT spreadsheet up to date. This includes making sure departments are informed when they are due for testing. • Providing absence/ sickness cover for Technical Support Coordinator ( Invoice processing, Reprographics, Access Control / ID card management) • Providing absence/ sickness cover for Reception staff. • Providing absence/sickness cover for the Catering manager (running the catering office, including cashing up, ordering and keeping up with hospitality bookings.)
• Front of house duties, meeting/ greeting visitors • Dealing with incoming telephone enquiries • Assisting with event management • Arranging parking • Processing helpdesk requests • Issuing visitor passes
Various temporary roles including working in patient transport and my eventual role as a receptionist at King's College London