Facilities Officer

Maison Française d'Oxford; Town of Oxford; On-site; CAD 42,000 - 52,000; Full time

Job summary

The Maison Française d’Oxford is seeking an Events, Hospitality & Facilities Officer to coordinate conferences, seminars and cultural events for visiting researchers and residents. The role focuses on event logistics, hospitality, and day-to-day support, working with the Administrative and Programme teams.

Based in Oxford, with 9:00–17:00 hours and occasional event support, you will help prepare spaces, manage suppliers, and ensure a welcoming environment.

Qualifications

• Understanding of event logistics, hospitality and good customer service; awareness of basic health, safety and building procedures.
• Experience in event support, hospitality, accommodation services or site coordination is welcome; specialist technical maintenance skills are not required.
• Familiarity with purchasing, supplier liaison and practical logistics is an advantage.

Responsibilities

• Coordinate conferences, seminars, receptions and cultural events with the Programme and Outreach Officer.
• Prepare meeting spaces with layouts, audiovisuals, catering and refreshments; help welcome speakers and participants.
• Support event schedules, suppliers, deliveries, setup and changes, anticipating needs.
• Provide a welcoming contact for residents and visiting researchers, assisting with arrivals and inquiries.
• Manage keys, access arrangements and practical information for residents, guests and visitors.
• Coordinate cleaning, room readiness and presentation of shared spaces with service providers.
• Help ensure communal and accommodation spaces are welcoming, orderly and ready for use.
• Arrange routine purchases and liaise with the Administrative and Financial Manager.
• Monitor event supplies, hospitality stocks, storage and equipment organization.
• Identify and report building or equipment issues; liaise with contractors and follow up on maintenance.
• Check operation of lighting, heating, boiler and fire alarm systems.

Skills

Event coordination

Hospitality

Customer service

Purchasing

Supplier liaison

Time management

Communication

Team collaboration

Problem solving

Job description

ABOUT THE POSITION

The Maison Française d’Oxford (MFO) is a Franco-British research and cultural centre associated with the

University of Oxford. It hosts researchers and regularly organises academic, scientific and cultural events.

The MFO operates across two buildings, providing 12 bedrooms and 7 apartments. The Events, Hospitality & Facilities Officer helps deliver a welcoming, well-organised environment for visiting researchers, residents, guests and event participants. The role focuses primarily on event coordination, hospitality, resident support and day-to-day logistics, working closely with the administrative and programme teams. Building upkeep is a secondary, coordination-focused responsibility.

KEY RESPONSIBILITIES

• Coordinate the practical preparation and smooth running of conferences, seminars, receptions and cultural events, in liaison with the Programme and Outreach Officer.
• Prepare meeting and event spaces, including room layouts, audiovisual arrangements, catering orders and refreshments; assist with welcoming speakers and participants.
• Support event schedules, suppliers, deliveries, set-up and clearing away, anticipating practical needs and responding to last-minute changes.
• Provide a welcoming point of contact for residents and visiting researchers, assisting with arrivals, departures, practical enquiries and day-to-day comfort.
• Manage keys, access arrangements and practical information for residents, guests and event visitors.
• Coordinate cleaning, room readiness and the presentation of shared spaces, liaising with relevant service providers.
• Help ensure that communal, meeting and accommodation spaces are welcoming, orderly and ready for use.
• Arrange routine purchases and liaise with suppliers in coordination with the Administrative and Financial Manager.
• Monitor event supplies, hospitality stocks, storage and the organisation of equipment.
• Identify and report building or equipment issues, liaise with external contractors and follow up on necessary maintenance work in coordination with the Director; minor practical tasks may occasionally be required.
• Check the proper operation of building equipment and systems, including lighting, heating, boiler and fire alarm systems.

SKILLS AND EXPERIENCE

Knowledge

• Understanding of event logistics, hospitality and good customer service; awareness of basic health, safety and building procedures.
• Experience in event support, hospitality, accommodation services or site coordination is welcome; specialist technical maintenance skills are not required.
• Familiarity with purchasing, supplier liaison and practical logistics is an advantage.

Practical skills

• Ability to coordinate multiple events and tasks, plan ahead and meet deadlines.
• Confidence in setting up welcoming spaces, organising supplies and using everyday office and event equipment.
• Friendly, clear communication with residents, guests, colleagues, suppliers and contractors.
• Ability to respond calmly and flexibly to changing event and operational needs.
• A warm, attentive and service-oriented approach, with a genuine interest in welcoming people.
• Excellent organisation, reliability, initiative and attention to detail.
• Collaborative approach and discretion when supporting residents and visitors.

WORKING ENVIRONMENT

• The position is based at the Maison Française d’Oxford in Oxford.
• Normal working hours are 9:00–17:00, with occasional flexibility to support events.
• The role includes practical event set-up and occasional handling of light to moderate loads; assistance or equipment will be available where appropriate.
• The position welcomes applicants of all genders. Women are expressly encouraged to apply. Selection will be based on organisational, interpersonal and hospitality skills rather than technical maintenance experience.

RESOURCES PROVIDED

• Event, hospitality and basic handling equipment as appropriate.
• Access to IT tools and systems for purchasing, scheduling and logistics management.

KEY WORKING RELATIONSHIPS

• Administrative and Financial Officer
• Programme and Outreach Officer
• Administrative and Academic Officer
• Researchers and scientific staff residing at the MFO