Facilities Assistant

Facilities Assistant

Department: Business Operations

Employment Type: Full Time

Location: London

Role Summary

A Facilities Assistant ensures the smooth running of a busy office by providing day to day facilities support, maintaining office standards, coordinating with contractors, and delivering exceptional customer service. This role is vital in a high performance legal environment where reliability, discretion, and efficiency are essential.

Key Responsibilities

• Daily Facilities Operations - Manage service requests, track assets, and support general office upkeep. Conduct regular floor walks to identify issues and ensure a well maintained workspace.
• Maintenance & Vendor Coordination - Report and monitor maintenance issues (lighting, HVAC, leaks), liaise with external contractors, supervise engineers, and ensure timely repairs.
• Office/Desk Moves - Assist our IT team with office relocations, workstation setups, meeting room furniture configuration, and preparing desk setups for new joiners.
• Health & Safety Support - Assist with daily inspections, DSE assessments, risk assessments, fire compliance, and maintaining accurate H&S documentation (mainly fire wardens and first aiders).
• New Joiners, Contractors, Vendor Management and Leavers - Manage the new joiner induction process by arranging a new security pass with GF security and carrying out a full building tour for security and H&S purposes. Also manage the spare pass log for visitors and sub contractors and remove all leavers from our security access control system.
• Office Services - Support with collecting and distributing mail/packages and courier services (booking couriers with City Sprint), stationery management, replenish tea and coffee points (including the 2 coffee machines), maintain good stock control and assist the Head of Facilities with ordering supplies (coffee, milk & stationery) and manage the locker spreadsheet.
• Basic Repairs & Troubleshooting - Carry out minor DIY tasks, simple maintenance fixes, and report defects promptly with line manager.

Hours

Monday-Friday - mainly 08:00 to 17:00. However, on occasions these times may change depending on the business requirements. Social Thursday events happen twice a month and may be a working shift of 09:30-18:30.

Skills, Knowledge and Expertise

• Skills: Strong organisational ability, proactive mindset, excellent communication, and a customer focused approach.
• Attributes: Professional, detail oriented, flexible, a can do attitude, and comfortable in a hands on role supporting a fast paced office.

Benefits

Our people are our most valuable asset, as such, we offer a wide range of benefits to help ensure that all are supported.

Start of employment:

• Eye care
• Employee Assistance Programme
• A day off for your birthday

After 3 months employment:

• Pension (4% employer contribution and 4% employee contribution)

After 4 months employment:

• Life assurance

After probation:

• Cycle to work scheme
• Season ticket loan
• £350 annual wellbeing allowance to contribute to gym memberships or fitness classes
• Puregym access
• Perks at work platform access

After 1 year service:

• Private healthcare

Additional Perks:

• Company socials
• Access to Employee Affinity Networks
• Mentoring scheme
• Volunteering Day
• Mortgage Advice
• Work from anywhere (2 weeks)
• Generous parental leave

Equality, Diversity and Inclusion

We are proud to be an equal opportunities employer and are committed to ensuring that all candidates are given the same opportunity to succeed regardless of their sex, gender identity/expression or reassignment, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion, age or disability.