Facilities Admin Assistant

1 week ago

Gurgaon, India Clearstate Pte. Ltd Full time

**Introduction**:
The Economist Group is the leading source of analysis on international business and world affairs. We deliver our information through a range of formats, from newspapers and magazines to conferences and electronic services. What ties us together is the objectivity of our opinion, the originality of our insight and our advocacy of economic and political freedom around the world.

To provide administrative support to the UK Facilities team and assist with the provision of an efficient and professional switchboard and reception service to all callers, visitors and staff at The Economist Group London offices.

**Accountabilities**:
**How will you contribute?**

**Administration (50%)**
- Assist with the general administration of the facilities office.
- Typing, as necessary (correspondence, spreadsheets, documents)
- Assist with the administration of departmental invoices, including coding and filing.
- Maintaining desk plans and telephone lists for the London offices.
- Assisting with the processing of purchase card and expense claims administration.
- Assisting with the production of telephony data.

**Switchboard and reception (50%)**
- Provide cover for the Telephonist / Receptionist.
- Be the first line of contact for all telephone calls, extracting information from callers in order to transfer to correct departments.
- Ensure all internal telephone directories are kept up to date and distributed as required.
- Provide an internal switchboard service.
- Dealing with telephone network and system engineers, and reporting and logging faults with appropriate service provider, to ensure the smooth running of service.
- Provide a reception service to visitors and staff using the Cabot Square meeting suite.
- Liaise with room users to provide refreshments as required.
- Assist with maintaining the meeting rooms diary.
- Liaise with users to ensure correct facilities and equipment are provided in meeting rooms, including Conference and Audio Visual equipment, whiteboards and flip charts.
- Liaise with Post room staff and Janitors to ensure that meeting rooms are set up according to user requirements.
- Controlling conference facilities:

- booking and set up of conference call
- instructing users in how to operate conference equipment.
- Liaising with facilities helpdesk regarding telephone equipment and line faults

**Experience, skills and professional attributes**:
**The ideal skills for this role are**:

- Computer literate, proficient in Microsoft packages.
- Good administration skills
- Professional telephone and reception manner
- Good team player
- Flexible attitude
- Clear communicator - able to deal with people at all levels
- Good attention to detail

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