Department: Facilities, IT and Logistics
Reporting to: Head of People (Facilities and IT) and Logistics and Sustainability Manager (Logistics)
Contract: Full-time, office-based
About Garrard
Garrard is the world’s oldest jewellery house, with a rich heritage dating back to 1735.
We are committed to creating a positive working environment for our employees, while continually improving our sustainability practices and reducing our environmental impact.
We offer a range of employee benefits, including a flexible working policy, remote GP services, mental health support, an Employee Assistance Programme (EAP), Cycle to Work scheme and access to Perkbox, our employee discounts and wellbeing platform.
About the Role
We are looking for an organised, proactive and reliable Facilities and Logistics Executive to support the smooth day-to-day running of our office, IT services and logistics operations.
Working closely with the Head of People and the Logistics and Sustainability Manager, you will help maintain a safe, efficient and welcoming workplace, coordinate IT support with our external provider, and assist with national and international shipping.
This is a varied, hands-on role requiring strong organisational skills, attention to detail and a willingness to support different areas of the business.
Key Responsibilities
Facilities Management
Reporting to the Head of People
- Support the day-to-day maintenance and smooth running of the building.
- Carry out daily building checks, identifying and reporting any maintenance or safety issues.
- Coordinate maintenance visits, meet contractors on-site and ensure work is completed.
- Monitor essential building services, including heating, water and general facilities.
- Manage office supplies, stationery, post and regular deliveries.
- Coordinate staff refreshments, weekly breakfasts and catering requirements.
- Assist with setting up meeting rooms and preparing for internal and external events.
- Maintain the building’s CCTV, access fob and key management systems, including updating access for new starters and leavers.
- Support routine health and safety checks, including weekly fire alarm testing and maintaining relevant records.
- Assist with building improvements, repairs and refurbishment projects.
- Support sustainability initiatives, including monitoring energy, water and office supplies.
IT Coordination
Reporting to the Head of People
- Act as the day-to-day contact between employees and our external IT support provider.
- Coordinate IT equipment and account setup for new starters and the return of equipment for leavers.
- Maintain an accurate inventory of laptops, phones and other IT equipment.
- Monitor IT support tickets and follow up to ensure issues are resolved promptly.
- Assist with basic IT troubleshooting, such as checking connections, cables and equipment.
- Coordinate the installation and maintenance of office IT equipment, including monitors, printers and desk phones.
- Support IT-related projects and improvements as required.
Logistics
Reporting to the Logistics and Sustainability Manager
- Coordinate national and international shipments, ensuring deliveries are completed safely, securely and on time.
- Support compliance with import, export and customs requirements, ensuring relevant documentation is accurate and complete.
- Liaise with freight providers to identify suitable shipping options, considering cost, security, insurance and environmental impact.
- Maintain positive working relationships with shipping partners, suppliers and internal departments.
- Work closely with Finance to check freight invoices, customs charges and import/export documentation.
- Advise internal teams on shipping arrangements, costs, customs requirements and delivery times.
- Coordinate logistics for special events, exhibitions and trade shows, including arranging secure transportation of jewellery.
- Ensure all jewellery is appropriately packed, insured and transported securely to minimise the risk of loss or damage.
- Track shipments and provide timely updates to relevant departments.
- Support the review and improvement of logistics processes to ensure efficiency, compliance and cost-effectiveness.
- Travel to exhibitions or special events when required.
Skills and Experience
- Excellent organisational skills and attention to detail.
- Strong communication skills and the ability to work with colleagues, contractors and external suppliers.
- A proactive, practical approach to problem-solving.
- Ability to manage multiple tasks and prioritise effectively.
- Good working knowledge of Microsoft Office and general IT systems.
- A flexible and positive attitude, with a willingness to support different areas of the business.
- A passion for Sustainability.
- Previous experience in facilities, office coordination or logistics.
- Experience working with external IT support providers.
- Knowledge of international shipping, customs documentation or import/export processes.
- Experience working with high-value or luxury goods.
- An interest in sustainability and improving workplace efficiency.
Working Arrangements
This is a full-time, office-based position at our Albemarle Street premises, London.
The role may occasionally require flexibility in working hours and travel to support business events, exhibitions or other operational requirements.
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