Facilities Assistant
- London
- Permanent
- Full-time
WebBeds is the fastest growing and most significant accommodation supplier to the travel industry. We are a global company offering ground services (hotels, transfers, tours, activities) to travel professionals. Our products help our partners and customers to create amazing Travel experiences.Our Products range from a Retail Online platform, Integration Connectivity hub and distribution APIs to name but a few and our systems are 100% cloud hosted processing up to 5.0bn search requests daily. We deliver amazing outcomes using leading edge technology through innovative and creative thinking.WebBeds is a subsidiary of Web Travel Group (ASX: WEB) – an ASX 200 listed company operating a global digital travel business.
What makes us stand out?
We are a wholesale global travel organization
We have 1500+ people speaking 50+ languages in 120+ cites across 50+ countries
We partner with over 430,000 properties in more than 15,000 destinations
We work with more than 44,000 travel companies in 139 source markets
We have an amazing Technology team focused on delivering valuable outcomes using innovative tech and creative & lateral thinking
What will you do on your journey with WebBeds?WebBeds is the world’s fastest growing provider of accommodation distribution services to the travel industry. Our products incorporate distribution APIs, payment integrations, ERP integration, Data Lakes, User Interfaces, and others. Our search API reach peaks of more than 50.000 requests per second, each one consisting of tens or hundreds of hotels, with continued expansion."We design, deliver and support innovative solutions through engagement, collaboration and a fearsome passion for creating customer value" is our mission as an IT organization.With this in mind, we strive to be at the leading edge of technology when it comes to build the platform that meets the needs of our Supply partners and customers. This translates to the use of latest technology including .NET Core versions, K8S, microservices architecture, clouds hosting and orchestration, CI/CD pipelines, automated testing, Proactive monitoring, and alerting systems, to name a few.Our delivery teams have the creativity and freedom to express themselves by building innovative solutions to often complex problems and are challenged to reach higher levels daily. Our teams consist of product owners, QA engineers, Software Engineers, and people from across the business all working collectively and collaboratively. We have a very strong technical team from which you will be able to learn but are encouraged by new ideas and fresh thinking that you will bring with you.
In this Role you will:To facilitate the efficient and professional operation of office facilities by maintaining all infrastructure to a high standard, managing functions accurately, adhering to budgets, company policies and all applicable governmental and regulatory requirements
Key Responsibilities
Ensure all office space is always maintained to a high standard
Meet and greet visitors in a friendly and professional manner, ensure they sign in and provide them with refreshments where needed
Manage and sign for all deliveries to the office and ensure that these are collected by the relevant person
Manage all incoming and outgoing couriers
Organise refreshments and catering for meetings as instructed
Ensure office is clean, tidy, safe and in good working order at all times. Keep on top of all issues regarding the office and follow up in order to ensure issues are resolved as soon as possible
Communicate all relevant information to staff members
Complete daily cleaning check and liaise with cleaning staff/manager to ensure cleaning standards are met/maintained
Ensure correct cleaning consumables are received and review quarterly
Ensure all additional cleaning services are carried out as scheduled and to a satisfactory standard
Manage the ordering of all office supplies including consumables and stationary ensuring they are purchased at competitive prices and stocks are kept at acceptable levels
Ensure all Health and Safety policies and procedures are adhered to.
Ensure we are fully compliant with all Fire and Health & Safety regulations and carry out risk
assessments
Appoint and arrange fire warden and first aider training
Submit all facilities expenses on a monthly basis
Checking and first approval of all facilities invoices
Maintain facilities contract spreadsheets and other facilities data
Maintain facilities folders and ensure reports are kept up-to-date
Manage and schedule all routine maintenances as per service agreements
Carry out contract/price comparisons as requested
Ensure all post/parcels are sent with the most cost-effective service i.e. Post Office or courier
Managing relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
Ensuring facilities financial objectives are met by preparing annual budget for the office, planning the expenditures, analysing variances and carrying out necessary corrections that may arise
Identifying and implementing, in liaison with IT infrastructure team, the office infrastructure requirements eg. internet, telephony, furniture, computers, stationery etc. in case of office move
Working together with the IT infrastructure team in setting up the infrastructure for new employees in the workspace
Liaising with appropriate suppliers to ensure that suitable systems are in place for the maintenance and repair of the office and office equipment
Ordering office supplies, stationery, machinery etc.
Ensuring that office insurance is renewed annually
Ensuring that all external contractors comply with Company’s policy and employment legislation
Managing contract and price negotiations with office vendors, service providers and office lease
Monitor security access to the building in conjunction with security company and IT
Liaising with Finance to ensure that all staff undertaking work related travel are provided with expenses
Prepare all necessary documents (travel orders, payment orders, etc) for the travel
Organizing medical exams for new staff
Organizing periodic medical exams for current staff
Working together with the external supplier on reviewing and updating the Company’s Health and Safety at Work policy
Liaising with the external supplier to ensure that the working environment is legally compliant with Health and Safety at Work and Fire Safety legislation
Ensuring that all staff take personal responsibility for complying with the requirements of Health and Safety at Work and Firs Safety legislation
Participating actively in the planning and execution of company events
Collaborating with local management in creating and maintaining a healthy and productive office environment
Implementing facilities procedural and policy changes to improve operational efficiency
The skills we would love to see in your suitcase!
Strong organisational, planning and multitasking skills; able to prioritise and meet deadlines under pressure
Professional, practical and hands-on approach with excellent attention to detail
Proactive, results-driven and adaptable with a positive “can-do” attitude
Confident communicator able to engage effectively at all levels
Flexible, adaptable, resilient and able to work in a changing environment
Skilled in anticipating and solving problems with strong analytical and decision-making abilities
Proficient in Microsoft Office
Experienced in handling confidential information with integrity
Knowledgeable in workplace Health & Safety practices
Why choose us as your next destination?We are super proud of our dedicated team of friendly, energetic & passionate professionals. Our people are key to the success of our business & everybody at WebBeds has their own unique role to play as we continue to drive the company forward.Over 50 different languages are spoken by our workforce, but whether working from offices in Dubai or London or out in the field in Johannesburg or Buenos Aires, we all share the common goal to take pride in what we do & to deliver our partners with unbeatable service & support.
International highly skilled group of experts from all around the globe 🌎
Dynamic environment with the chance to grow, influence & impact change ⚡
Disruptive, fast-growing market leader within travel & endless possibilities 💼
Culture built on collaboration🤝 empowerment and innovation 💡
Find out more about the WebBeds business at www.webbeds.com [http://www.webbeds.com/] - #LI-Hybrid