Facilities Assistant

Working on the Front of House desk, delivering exceptional workplace experience, coordinate facilities services and ensure the smooth operation of day-to-day hard and soft FM activities. This role acts as the first point of contact for building / users providing proactive, service-focused support and ensuring compliance, comfort, and operational efficiency across the site.

The Facilities Assistant plays a key role in maintaining high standards in workplace services, supporting audits and safety, fostering strong supplier and stakeholder relationships, and contributing to a positive, safe and well-maintained environment for all occupants.

• →This role is a predominately front of house role where you will ensure all visitors have an exceptional experience
• →Coordinate car park and meeting room bookings, setups, hospitality, AV support, and minor space changes as required.
• →Support the Workplace Experience Manager (WEM) in overseeing day-to-day delivery of FM services as required for your location(s), ensuring service levels are consistently met and proactively raising any issues.
• →Support the WEM with gaining information required for quotes and other activities (e.g. capex planning), as required.
• →Ensure Planned Preventative Maintenance (PPM) activities are carried out onsite in accordance with schedules and escalate any issues to WEM.
• →Manage subcontractors onsite in accordance with the Contractor Management Procedure.
• →Raise and track reactive maintenance tasks through the Helpdesk system; following up to ensure timely resolution.
• →Support with on-site audits and the closure of audit actions.
• →Maintain and regularly update site folders and compliance documentation.
• →Ensure any risks identified related to the location are raised to the WEM and captured on the risk register.
• →Manage mail and deliveries as required.
• →Build positive relationships with service providers and local client teams.
• →Act as local QSHE Champion for location(s). Ensure all accidents, incidents and hazard observations are reported and noticeboards are kept up-to-date with relevant information.
• →Coordinate communications to building users relating to FM activities and updates.
• →Be the visible and approachable “go-to” for all things workplace; embody a concierge-level service mindset.
• →Act on customer feedback about the workplace and services.
• →Conduct daily walkthroughs of the space to proactively identify issues or improvements.
• →Manage visitors and support with site inductions as required.
• →Conduct or support QSHE inspections as required, including Monthly Workplace Inspections.

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If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

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