Facilities Assistant

TN United Kingdom; Leeds; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a Facilities Assistant to join their dynamic team in Leeds. This role offers a unique opportunity to support various facilities operations, including file management, maintenance, and health & safety compliance. With a focus on teamwork and customer service, you will thrive in a busy environment while developing your skills in facilities management. The company values work-life balance and offers flexible working arrangements, making it an ideal workplace for those looking to grow in their careers. Join a supportive team and make a difference in the facilities department.

Benefits

25 days annual leave

Birthday privilege day

Flexible working options

BUPA health insurance

Life assurance

Enhanced family leave policies

Financial contribution towards home working equipment

Annual travel season ticket loan

Bespoke training and development opportunities

Holiday buy, sell, and carryover scheme

Qualifications

• Experience in facilities management, both hard and soft services.
• Strong IT skills and ability to manage files and records effectively.

Responsibilities

• Support file management and maintain accurate records.
• Assist with general maintenance and health & safety compliance.
• Coordinate mail and courier services efficiently.

Skills

IT Skills (Word, Excel, PDF)

Organizational Skills

Customer Service

Communication Skills

Flexibility

Attention to Detail

Teamwork

Independent Working

Job description

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Term: Permanent Department: Facilities - Hard & Soft Services Location: Leeds The Firm

Hill Dickinson LLP is a leading and award-winning international commercial law firm with offices in Liverpool, Manchester, London, Leeds, Newcastle, Piraeus, Singapore, Monaco, and Hong Kong. The firm employs over people, including partners and legal directors, providing advice and strategic guidance across the full legal spectrum, from non-contentious advisory and transactional work to all forms of commercial litigation.

Hill Dickinson acts as a trusted adviser to a diverse portfolio of clients across sectors such as transport, logistics, international trade, retail, insurance, marine, health, education, manufacturing, public sector, banking, and financial services.

Job role: Facilities Assistant

Hours: Working hours are between 7am-6pm (35 hours per week)

As a recipient of two Working Families’ awards for ‘Best UK employer for Flexible Recruitment’ and ‘Best UK employer for Flexible Working’, we are open to flexible working arrangements to support work-life balance.

Department: Facilities Hard & Soft Services (hybrid role)

Location: Leeds (travel may be required to other UK offices)

Benefits: We offer a comprehensive benefits package including:

• 25 days’ annual leave
• Birthday privilege day and Christmas shutdown
• Holiday buy, sell, and carryover scheme
• 2 charity volunteering or pro bono days
• Flexible, agile, and home working options
• BUPA health insurance
• Permanent health insurance
• Flexible pension scheme
• Medicash
• EAP with counselling access
• Enhanced family leave policies
• Access to 10 days fully subsidised emergency or back-up care annually
• Life assurance
• Annual travel season ticket loan
• Dress for your day policy
• Bespoke training and development opportunities
• Financial contribution towards home working equipment

Role overview

Introduction to the role:

The Facilities Assistant supports various duties including administration, maintenance (e.g., decorating), Health & Safety, digital services (post), space management, file management, security, legislative compliance, and strategic review participation. Although based in Leeds, tasks may extend to other UK sites, including administration, data logs, and call-out duties (on a rota with additional pay).

You will be part of a busy UK Facilities team, supporting services such as maintenance, health & safety, cleaning, file management, digital services, security, and meeting room support.

This role offers an excellent opportunity to develop existing Facilities skills and learn new ones within a supportive team environment.

Key responsibilities:

File Management:

• Administer central file storage to ensure accurate location and movement of files using asset management systems in collaboration with the Records team and colleagues
• Maintain housekeeping routines for paper and file management
• Physically move files and boxes as needed

Soft Services:

• Prepare and scan incoming mail and items
• Perform preventative maintenance on office equipment via external suppliers
• Process outbound mail and couriers
• Coordinate porterage between offices
• Apply costs using recovery systems
• Handle reprographics—printing, copying, scanning

Hard Services:

• General maintenance tasks
• Support meeting room setup and liaise with staff and clients
• Maintain access control, including card monitoring
• Assist on the facilities helpdesk
• Manage daily kitchen supplies (stock checks, replenishments)
• Maintain records in compliance with legislation and safety policies
• Support local H&S duties as directed

Essential skills and experience:

• Good IT skills (Word, Excel, PDF, etc.)
• Flexibility to work outside normal hours if needed
• Willingness to travel to other UK offices
• Strong organizational and diary management skills
• Maintenance experience
• Ability to work efficiently in a busy environment
• Attention to detail and accuracy
• Teamwork and independent working skills
• Excellent customer service and communication skills

Desirable skills and experience:

• Facilities experience (Hard & Soft services)
• Knowledge of H&S requirements
• Understanding of building services
• Compliance awareness
• Experience in admin within professional or financial services environments
• Driving license
• Experience with document management, asset management, reprographics, and digital mailroom duties