Facilities Assistant

Hill Dickinson; Leeds; Hybrid; GBP 22,000 - 28,000; Full time

Job summary

A prominent law firm in Leeds seeks a Facilities Assistant to support facilities management tasks, including maintenance, health & safety, and administrative duties. Ideal candidates will have IT skills, good organizational abilities, and flexibility to travel to other UK sites. This is a hybrid role offering opportunities for skill development within a well-established team.

Benefits

25 days’ annual leave

Flexible working options

BUPA health insurance

Enhanced family leave policies

Financial contribution towards home working equipment

Qualifications

• Experience in facilities management or related roles.
• Ability to work under pressure and manage diary effectively.
• Willingness to travel to other UK offices.

Responsibilities

• Assist with facilities duties and maintenance tasks.
• Support the team with health & safety and cleaning services.
• Manage file administration and digital services.

Skills

Good IT skills (Word, Excel, PDF etc)

Flexibility in approach

Good organisational skills

Maintenance experience

Excellent customer service skills

Good communication skills

Job description

Term

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

Job role

Facilities Assistant

Hours

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

Department

Facilities Hard & Soft Services (hybrid role)

Location

Leeds (travel may be required to other UK offices)

Benefits

• 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
• BUPA
• Permanent health insurance
• Flexible pension scheme
• Medicash
• EAP with access to counselling
• Enhanced family leave policies
• Access to 10 days fully subsidised emergency or backup care per year
• 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 primary role is to assist with Facilities duties and administration / practical support on bespoke projects. This includes administration tasks, maintenance inc. decorating (painting), Health & Safety, digital services functions (post) space management, file management (Records), security, ensuring compliance within legislative requirements and assistance with the strategic review. Although the position is based in Leeds, you will be part of the UK Facilities team and tasks may be required for the other UK sites, such as administration tasks / data logs, being part of the call out team (on a rota with additional pay).

You will be working as part of a busy and well-established team supporting the Firm with key services such as maintenance, health & safety (H&S), cleaning, file management (Records), digital services (Post), security, meeting room support and all building services functions.

This is an ideal career opportunity for anyone looking to develop their existing Facilities skills whilst providing an excellent opportunity to learn new skills from other aspects of our Facilities team.

Key responsibilities

File Management

• Administration of central file storage facilities to ensure accurate location and movement of stored files via file asset management system in conjunction with the Records team and internal colleagues
• General housekeeping routines around paper and file management
• Physical movement of files and file boxes

Soft Services

• The preparation and scanning of incoming mail and associated items
• First line preventative maintenance / upkeep of office-based equipment via external suppliers.
• Processing and despatch of outbound mail and couriers
• Arranging porterage of items between offices
• Applying costs using cost recovery systems
• General reprographics – print, copy and scan either internally or via external suppliers

Hard Services

• General maintenance
• Overseeing meeting room support requirements, such as room layout changes and liaising directly with staff and clients
• Access control upkeep which includes access card monitoring
• Assistance on facilities management helpdesk, where necessary
• Daily kitchen upkeep i.e. stock check, replenishments (milk, tea, coffee etc).
• Maintaining records and documentation in accordance with legislative requirements, office health & safety policies, permits and assessments
• Local H&S duties and administration as directed by the wider Facilities team

Essential

• Good IT skills (Word, Excel, PDF etc)
• Flexibility in approach and willingness to work outside normal office hours if required
• Willingness to attend other UK offices when required
• Good organisational skills, diary management and the ability to prioritise tasks and work under pressure
• Maintenance experience
• Ability to operate in a busy environment
• Accuracy and attention to detail
• The ability to work as part of a team and independently
• Excellent customer service skills
• Good communication skills

Desirable

• Facilities experience - Hard and Soft services
• Experience / knowledge of H&S requirements
• Knowledge of building services functions
• Compliance awareness
• Previous admin experience in a law firm or other regulated / professional services / financial services environment
• Driving licence
• Experience of: document management systems, Asset management systems, Reprographics and digital mailroom duties.