Facilities Assistant in London

Zodiac Maritime is an international ship operating company providing a full range of management services for a wide and diverse fleet of commercial ships, spanning containership to tankers, bulk carriers to PCTCs, and a growing orderbook focused on dual-fuel vessels to improve overall fleet energy efficiency.

Headquartered in London’s bustling West End, our modern, open-plan offices accommodate a growing team of over 200 people. With representative offices across Europe and Asia, our shore-based headcount grows as our fleet continues to expand and diversify, as does our dedicated crew of over 6,500 seafarers.

This is an exciting time for the company as we continue to grow and modernise our fleet and operations. We are looking for hard working and dynamic individuals to come aboard and be a part of the next generation of the Zodiac Maritime team!

Position: Facilities Assistant

Reporting to: Facilities Manager

Contract type: Full Time / Permanent

Overview of role

In this varied role, you will support the Facilities Manager by working as part of team to ensure the highest standards of service and support are delivered to the Principal’s, and all internal departments. As a key point of contact in the team for the Principal’s and Zodiac staff members, you will need to skilfully manage shifting priorities, and effectively liaise and provide timely updates to various stakeholders. A strong team orientation, performance ethos and the ability to quickly build trusted relationships and a good rapport with all personnel, will be critical to your success in this role.

Key responsibilities and primary deliverables

Office and team support

• Act as the first point of contact for internal staff.
• Filing, scanning, printing, photocopying, typing, laminating and document binding as requested.
• Liaising with crew department to coordinate long service recognition awards for crew members. Taking charge of the engraving of clocks and watches as gifts for the Crew department.
• Take ownership of the credit card reconciliation for the department and raise any queries with the Facilities Manager as needed.
• Support with the fire drills in accordance with company and landlord guidelines.
• Monitor and manage the London facilities outlook mailbox.
• Monitor stationary supplies and vending supplies, create order lists and manage stock upon delivery.
• Show contractors around site and supervise when required.
• Complete Bank verification for new suppliers.

Shipments

• Package and send all office-based documents to Vessels.
• Liaise with external agents and manage email communications for the shipments.
• Track all shipments and deal with any delays ensuring they meet their final destination. Ensure that all parties are kept up to date on progress.

Post, couriers and archive

• Assist with post, couriers & deliveries for the office in a timely manner.
• Track all DHL invoices for approval / allocating each shipment to the correct department and file accordingly.
• Take mail and parcel items to the post office as and when requested.

Accommodation

• First point of contact for all Superintendents for accommodation requests.
• Manage hotel bookings for Superintendents coming to the UK, keeping track of the duration of the stays, check-outs, extensions etc.
• Check all invoices received match records and send to Facilities Manager for approval.
• Oversee and manage the company apartments availability for Zodiac staff.
• Ensure that all bills related to the Company apartments are accurate and paid on-time.
• Make relevant taxi arrangements for team members upon request.

Vessel Visits

• Keep an accurate record of PPE given to team members for vessel visits, ensuring that it is returned once visit is completed.
• Ensure the company car is available for vessel visits if required.

Events

• Assist the Facilities Manager with the organisation of company events.
• Assist with company lunches.

SharePoint

• The ability to be able to navigate around the Facilities SharePoint site.
• Ensure all documents are filed and stored correctly.

Office moves / re-design

• Assist with office moves and redesign projects for the office.

Ad hoc duties / projects

• Attend to any general office requests.

Skills profile

Relevant experience & education

• Previous experience in a similar role as part of a Facilities team in a corporate office environment.
• Previous experience working with and supervising contractors and suppliers.
• Proven ability to deliver excellent customer service with a flexible approach.
• Highly organised with the ability to manage multiple projects and prioritise work streams under pressure & problem solve where required.
• Ability to work both independently and as a team player always ensuring that tasks are completed to the highest standard and cohesion within the team is maintained.
• Ability to build up trust with colleagues and staff quickly and engage with various stakeholders.
• A flexible, friendly, helpful, enthusiastic, can-do attitude, with an eagerness to assist fellow team members and colleagues and muck-in as needed.
• Strong ability to take accountability for your own workstreams supported by a commitment in supporting successful outcomes for the team.
• Strong oral and written communication skills.
• Intermediate knowledge and proven ability in the use of Microsoft Office applications.
• High school diploma or equivalent.
• First Aid.
• Health and Safety in the Workplace – L2.
• Driving Licence would be beneficial.

Due to the high volume of applications, we regret that only shortlisted candidates will be contacted.