Manage to open the offices in the morning and lock the front door in the evening.
Ensure that the front and rear entrances of the building are clean.
Switch on all lights and check cleanliness of the interior, making a record of any poor levels of cleanliness or any maintenance issues and take necessary steps/action to remedy.
Ensure that the kitchens are well stocked with milk, sugar, tea and coffee.
Ensure all toilets are well stocked with toilet paper, hand towels, linen roller towels and hand soap.
Telephone System.1. Operate Alert?s switchboard from 8.30am ? 4pm; receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the email system or connecting callers to staff members personal direct line voicemail.2. Ensure all voicemail messages to main office number are taken and directed to staff members. Maintain and ensure that the answer message is appropriate.3. Report telephone equipment and line faults to the IT Manager.4. Train all new staff in the operation of the telephone system, as part of the New Staff Induction process and take a pro-active approach to ensuring existing staff are properly trained on making full use of the system.5. Review and update on a regular basis the staff contact and telephone extension lists.Reception.1. Greet and welcome visitors to the Offices between 8.30am and 4pm, ensuring they sign in the visitor?s book andinforming the relevant member of staff of their arrival.2. Monitor and ensure that the reception area is kept tidy and projects a business-like image.3. Keep a record of staff and visitors signing in and out of the building.4. In the event of a fire and/or any other emergency requiring staff to leave the building, to be responsible for ensuring that the visitors book and staff movement sheets are removed from Reception and taken to the outside meeting point.5. Check and sign for deliveries, before informing the relevant member of staff of their arrival. Deliveries by post or courier will include valuable items (cash, passports). Follow procedures and ensure security of valuables.6. Log extension changes and advise all staff accordingly.Post.1. Process and deliver internal and external mail daily. Check that costs are charged to the appropriate Program.2. Ensure that franking machine is charged and maintained.Couriers/Taxis.1. On receipt of the appropriate request form, book couriers and taxis on behalf of members of staff.2. Process invoices and draw up paperwork to ensure costs are allocated to the relevant departments.Staff.1. Collate and update staff lists, offices and contact details regularly.2. Devise and conduct regular online staff satisfaction surveys and elicit feedback on the working environment.Office Services.1. Provide office supplies (Stationery & kitchen supplies) for staff and maintain adequate stocks; task includes ordering new supplies, identifying new suppliers and obtaining the best price for Alert.2. Provide administrative and general support to the Facilities Manager in ensuring compliance with Health & SafetyRegulations.3. Induct new staff and volunteers in office procedures, Fire Safety and Health & Safety.4. Process invoices for the team including validating and obtaining authorization forpayment.Insurances1. Administer Alert insurances and arrange additional insurance cover as and when needed (cash, travel etc).2. Process and administer all insurance claims and liaise with brokers in chasing outstanding claims.Meetings and Events management1. Provide logistical support to meetings held in the Board Room, to include preparation of meeting and conference rooms and assist in arrangements for catering provisionsOffice Security1. Issue keys for out of hours working and induct new staff and volunteers in office security procedures.Human Resources1. Issue Self Certification forms and update sick register for all staff.2. Release all internal memo to the team3. Receive all vacation request .Other1. Assist `General Manager in research into all aspects of overseas office expansion i.e. insurance, security, and best practice.2. Provide support to the General Manager and other members of the Support Services Team and contribute in other ways to the effective functioning of Alert as required.3. Contribute to team-wide communications and knowledge management, and participate in organization-wide events and discussions on related topics/projects.
