Facilities and Technology Assistant (m/f/w)

At Julius Baer, we celebrate and value the individual qualities you bring, enabling you to be impactful, to be entrepreneurial, to be empowered, and to create value beyond wealth. Let’s shape the future of wealth management together.

Working under the guidance of the Facilities Manager, the Facilities & Technology Assistant will assist with office maintenance, contractor management, health and safety activities, business continuity administration, physical security processes, office services and workplace support. The role will also provide first and second-line assistance with user technology, meeting room systems, telephony, Microsoft 365 services and IT asset management.

YOUR CHALLENGE

Facilities, Health & Safety and Business Continuity

• Support the Facilities Manager in maintaining a safe, secure and well-presented office environment

• Assist with regular office inspections and the identification and escalation of health and safetyissues

• Support the administration of Health & Safety records, policies and procedures

• Assist with maintaining first aid supplies and related records

• Support the coordination of fire drills, emergency exercises and health & safety training activities

• Assist with the administration and maintenance of Business Continuity and emergency responsedocumentation

• Support the monitoring and testing of business continuity arrangements

• Assist with the management of onsite and offsite archives and records

• Support the maintenance of office equipment, furniture and workplace facilities

• Assist with office moves, workspace changes and meeting room preparation

• Help maintain the Office Issues and Feedback tracker and assist in coordinating resolutions

• Assist with the ordering and management of stationery and office supplies

• Support the servicing and administration of company vehicles and other office assets

• Assist with incoming and outgoing post, courier services and document handling

• Support secure document disposal and physical data destruction processes

• Help ensure policies, procedures and records remain accurate and up to date

Physical Security and Contractor Management

• Support the Physical Security Officer responsibilities under the supervision of the Facilities Manager

• Assist with visitor management and access card administration

• Help monitor contractor access and compliance with office procedures

• Assist with physical security inspections and reporting

• Support the maintenance of building access records and key security controls

• Liaise with contractors, suppliers and service providers as directed

• Assist in obtaining quotations, coordinating service visits and monitoring contractor performance

• Information Technology Support

• Provide first-line technical support to users for common IT issues and service requests

• Escalate complex issues to the Facilities Manager, Local IT, Group IT or third-party vendors asappropriate

• Assist with the setup, deployment and maintenance of desktops, laptops, mobile devices andperipherals

• Support onboarding and offboarding activities, including equipment preparation and collection

• Assist with Microsoft 365 applications including Outlook and Office applications

• Help administer user accounts, permissions and access requests under supervision

• Support meeting rooms, video conferencing facilities and collaboration technologies

• Assist with local telephony and mobile communications services

• Support local networking infrastructure including Wi-Fi connectivity and endpoint troubleshooting

• Assist with maintaining IT asset inventories and equipment records

• Help coordinate equipment procurement, deployment and disposal processes

• Assist with technology upgrades, office moves and infrastructure improvement projects

• Support information security controls and user adherence to security policies

• Assist with business continuity and disaster recovery activities relating to technology services

• Maintain accurate technical documentation and procedures

General Administration and Service Support

• Provide professional and responsive support to colleagues across the office

• Assist with event, meeting and training room setup

• Support reception and office services during periods of absence where required

• Develop strong working relationships with internal stakeholders, suppliers and service providers

• Make constructive recommendations for process improvements and efficiency gains

• Undertake other duties as reasonably required to support the Facilities Manager and businessoperations

YOUR PROFILE

Personal and Social

• Demonstrates a positive and professional attitude with a strong willingness to learn

• Self-motivated with the ability to take ownership of assigned tasks

• Strong communication and interpersonal skills

• Good organisational and time management skills

• Strong attention to detail and accuracy

• Ability to work independently whilst also contributing effectively as part of a team

• Flexible and adaptable approach to changing priorities

• Maintains confidentiality when handling sensitive information

• Demonstrates initiative and a customer-focused approach to service delivery

Professional and Technical

• School leaver, college leaver or graduate level candidate

• An interest in facilities management, workplace services, health & safety and informationtechnology

• Good working knowledge of Microsoft Office applications

• Basic understanding of computer hardware and software would be advantageous

• Willingness to develop knowledge of Microsoft 365 technologies

• Willingness to learn health & safety, business continuity and physical security requirements

• Ability to undertake basic office maintenance and practical tasks

• Strong problem-solving and analytical skills

• Full driving licence would be advantageous but is not essential

• Relevant qualifications in IT, business, facilities management or health & safety would beadvantageous but are not required

We arelooking forward to receiving your full job application through our online application tool. Further interesting job opportunities can be found on our Career site.

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