Facilities Assistant

Charles Russell Speechlys LLP; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading professional services firm in London is seeking a Facilities Assistant to support the day-to-day operations of their office. This role involves managing helpdesk enquiries, setting up meeting rooms, and maintaining supplies while ensuring high standards of service for staff and visitors. The ideal candidate will possess excellent organisational skills and experience in a similar environment, contributing to a team dedicated to exceptional internal client service.

Qualifications

• Experience in a professional services environment is desirable.
• Good systems knowledge with Microsoft Word and Excel.

Responsibilities

• Support the Facilities Manager and respond to helpdesk enquiries.
• Setting up meeting rooms and managing office supplies.
• Conducting checks on facilities areas and ensuring cleanliness.

Skills

Organisational skills

Administrative skills

Problem-solving skills

Tools

Microsoft Word

Microsoft Excel

Job description

The Facilities Assistant plays a key role in supporting the day-to-day operations of the London office, including handling helpdesk enquiries, setting up meeting rooms, managing administration and supplies, logging M&E jobs, and assisting with internal moves. Also, assisting the Facilities Manager on a wide range of projects and working with the wider team.

Roles and Responsibilities (this is a broad but not exhaustive list)
• Support and assist the Facilities Manager and the London Facilities Helpdesk service.
• Respond, action and monitor all Facilities Helpdesk enquiries (email, Teams messages & calls) and assign tasks to the relevant departments.
• Setting up furniture and equipment configurations of all client meeting rooms and events.
• Daily up-keep and maintenance of the Facilities Helpdesk inbox and associated folder/filing systems.
• The main contact for London staff regarding faults, failures, spills leaks etc and co-ordinate the right resources to fix and resolve issues.
• Drafting and completion of Facilities Helpdesk email communications.
• Liaise with various contractors and suppliers including: Access control, building management, cleaning, M&E and all other FM related service providers/subcontractors.
• When required liaise with other FM support areas.
• Daily communication with on-site M&E engineer & other sub-contractors.
• Daily use of working on different systems: BMS, Access system, CCTV and M&E portal.
• Manage internal spreadsheets for staff-use of facilities, such as task logs, lockers, parking, occupancy and desk usage.
• Ordering of office supplies such as desk equipment, access passes, stationery and general office supplies and Iiaising with associated suppliers.
• Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed.
• Maintain the new joiner and leaver process.
• Creating and ordering business cards.
• Assist the Facilities Manager with internal office moves and associated communications.
• Provide office tours to new joiners.
• Processing invoices, creating PO’s and credit card expenses using the firm’s account management software.
• Involvement in projects, firm initiatives, and collaborating with other teams & offices within the firm to ensure FM links with larger projects, events and promotions are fulfilled.
• Updating of the Facilities Intranet Pages, Out of hours guide, Helpdesk guide and useful contacts list and other documents.
• Ensure local security measures are in-line with policies and guidelines.
• Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.

Qualifications and Experience

• Experience in a professional services environment is desirable.
• Coordinating and preparing meeting rooms for events and functions.
• Good systems knowledge with a good knowledge of Microsoft Word and Excel.

Person Specification

• Demonstrating a commitment to high standards and delivering exceptional internal client services.
• Reliable, enthusiastic and responsive team player with a passion for helping staff and visitors in using the office’s facilities.
• Common sense approach.
• Able to communicate, influence and educate staff on best practice use of its facilities.
• Solid organisational, administrative and planning skills with the ability to prioritise and multi-task.
• Trouble shooting skills and the ability to apply good judgement to situations as they arise.
• A flexible approach with regard to daily tasks and working hours.