Job Description

Role Overview

The International Arbitration Centre (IAC) is a highly regarded dispute resolution venue and event space based in the heart of London. We are seeking to appoint a Facilities & Events Assistant to join our dynamic team, responsible for the execution of all facilities and operational duties ahead of each hearing and event, ensuring that all users of the Centre are exceptionally well looked after and encouraged to return.


This role requires a proactive professional with a strong Front of House or hospitality background, exceptional customer service skills, and a keen eye for detail. The Facilities & Events Assistant will report directly to the Operations Manager.

Key Responsibilities:

Open and close the facilities as required, ensuring the building is properly secured. Greet and assist clients adhering to the IAC standards to deliver a first-rate experience. Manage switchboard and take accurate messages to relaying them efficiently via email. Handle deliveries distribution and arrange couriers for UK and international shipments. Research upcoming clients' profiles ahead of hearings/events and prepare access swipe cards for visitors to maintain facilities security. Maintain and update the client database for repeat visitors to provide useful profile records. Execute daily set-up of hearing rooms and meeting rooms to maintain a positive brand image. Manage breakfast and refreshments supplies, monitor stock, and place orders to meet hearings/events requirements. Set-up breakfast, lunches, and hot drinks for clients throughout the day. Restock soft drinks, snacks, and replenish water bottles, in hearing rooms and meeting rooms daily. Clear-up hearing rooms and meeting rooms after each break, and load/ unload the dishwasher. Maintain cleanliness and tidiness of all facilities to ensure adherence to high standards at all times. Report any maintenance issues or hazards to the Operations Manager. Assist clients with restaurant bookings, travel arrangements, and appointments when required. Assist with the set-up and organisation of internal events, including preparing badges. Perform ad hoc duties as required.


This role requires adherence to our company's dress code and uniform policy, ensuring a professional and polished appearance is maintained at all times when representing the IAC.

Skills

Proficiency in Microsoft Office Suite. Hands-on experience with office equipment. Strong communication skills. Excellent organisational and time-management skills, with the ability to prioritise tasks Ability to be resourceful, take initiative and be proactive when issues arise. Ability to work independently and as part of a team. Flexibility and adaptability to changing situations and client needs. Attention to detail and accuracy in completing tasks. Strong customer service attitude. Additional languages are a plus.

Working hours

8 hours a day with 1-hour lunch break.


Shift times generally vary between 7:00am and 9pm, but on rare occasions shifts may start as early as 6.30am or the finish as late as 10.00pm.


The times you will be working will be predominantly Monday - Friday, but occasional weekend working will be required.

Remuneration

Salary: Between 27k - 28k per annum.