Facilities Assistant

About the role

The Facilities Assistant provides administration and operational support to ensure the smooth running of office facilities and workplace services. The role helps maintain a safe, efficient, and welcoming environment for employees and visitors.

Key Responsibilities

Office Support

• Ensure office areas, meeting rooms, kitchens, and communal spaces remain tidy and fully stocked.
• Monitor and replenish office supplies, stationery, and consumables.
• Organise catering and beverages for service training, customer training and ad hoc lunches when requested.

• Ensure training areas and meeting rooms are ready for use.
• Attend the social committee monthly meetings and assist with organising employee social events to included charity and Christmas events.
• Organise travel requirements for customers.
• Handle incoming and outgoing mail.

Facilities Support

• Log facilities requests and coordinate with contractors or service providers.
• Assist in monitoring maintenance activities and reporting building issues.
• Support office projects/moves, desk setups, and workstation changes.
• Carry out routine workplace inspections and report any concerns to Facilities Manager and Facilities Supervisor.

Health & Safety

• Set up health and safety on-line training for staff.
• Carry out new starter health and safety inductions.
• Support health and safety checks across the workplace.
• Assist with the first aid facility, carry out and record routine checks on first aid kits, defibrillator and replenish stock.
• Report hazards, accidents, and maintenance issues promptly.
• Assist with fire safety checks and emergency preparedness activities.
• Ensure compliance with workplace policies and procedures.

Administration

• Provide administrative support to the Facilities Manager and Facilities Supervisor with photocopying, scanning, laminating, updating noticeboards and any other administrative requirements.
• Maintain facilities records, supplier information and documentation.
• Research and purchase (via Purchasing Team) office supplies including furniture, equipment, stationery, kitchen equipment, staff beverages as approved by the Facilities Manager.

Essential Skills & Experience

• Previous experience in an office support, administration, or customer service role.
• Ability to learn quickly on the job, with a proactive hands-on approach.
• Good organisational and time management skills.
• Strong attention to detail and the ability to multitask.
• Good communication and interpersonal skills.
• Competent user of Microsoft Office applications.