Facilities Assistant

Owen Reed; Oxford; On-site; GBP 21,000 - 30,000; Full time

Job summary

Owen Reed in Oxford is seeking a proactive Facilities Assistant to join a top law firm. The role focuses on keeping daily operations smooth, providing essential office support, and ensuring high workplace standards.

You will handle archiving, mail services, reprographics, and procurement, while coordinating with the Facilities Supervisor to deliver excellent internal client service. Travel to other offices is required.

Qualifications

• A minimum of 5 GCSEs (Grade A–C or equivalent), including English and Maths.
• Proficiency in Microsoft Word and Excel.
• Experience in customer service or an office-based role; archiving and mail room experience is a plus.

Responsibilities

• Manage scanning, archiving, and updating wills, deeds, probate files, and other documentation using a computerised database.
• Provide daily mail room cover and ensure efficient handling of incoming and outgoing post.
• Support colleagues with stationery requests and day-to-day facilities requirements.
• Deliver reprographics services for departments across the business.
• Order stationery, lighting supplies, cash and carry items, and other office consumables.
• Investigate maintenance issues and arrange repairs with contractors, escalating when needed.
• Monitor office cleaning standards and report concerns to the Facilities Supervisor.
• Assist with procurement of consumables, non-consumables, and general facilities services.
• Support office moves and workspace changes within agreed timescales.
• Maintain storerooms, manage waste and recycling, and keep kitchen areas well presented.
• Deliver health and safety inductions for new starters and keep records.
• Travel to other offices when required to provide facilities support and cover.

Skills

Customer service

Organisational skills

Time management

Attention to detail

Education

GCSEs (English & Maths)

Tools

Microsoft Word

Excel

Job description

Owen Reed is looking for a Facilities Assistant for a top law firm in Oxford. This is an excellent opportunity for a proactive and organised Facilities Assistant to join a professional team, providing essential operational support and ensuring the smooth day-to-day running of the office.

Working Arrangement

This is an office-based position in Oxford. The Facilities Assistant will also be required to travel to other offices when necessary to provide cover and operational support.

The Opportunity

As a Facilities Assistant, you will play a key role in supporting the firm's facilities function, ensuring office services are delivered efficiently while maintaining excellent standards across the workplace. The Facilities Assistant will work closely with the Facilities Supervisor to provide outstanding internal client service, support health and safety initiatives, and assist with office operations including archiving, reprographics, mail services, and office maintenance.

This Facilities Assistant position would suit someone with excellent organisational skills, strong attention to detail, and a hands‑on approach to delivering exceptional workplace support.

Key Responsibilities

• Manage the scanning, archiving, and updating of wills, deeds, probate files, and other documentation using a computerised database.
• Provide daily mail room cover and ensure efficient handling of incoming and outgoing post.
• Support colleagues with stationery requests and other day-to-day facilities requirements.
• Deliver reprographics services for departments across the business.
• Order stationery, lighting supplies, cash and carry items, and other office consumables.
• Investigate reported maintenance issues and arrange repairs with contractors, escalating where appropriate.
• Monitor office cleaning standards and report any concerns to the Facilities Supervisor.
• Assist with the procurement of consumables, non-consumable items, and general facilities services.
• Support office moves and workspace changes within agreed timescales.
• Maintain storerooms, manage waste and recycling, and ensure kitchen areas remain well presented.
• Deliver health and safety inductions for new starters while maintaining accurate records.
• Travel to other offices when required to provide facilities support and cover.

About You

The successful Facilities Assistant will demonstrate excellent customer service skills, a flexible approach, and the ability to manage multiple priorities within a busy office environment.

You will ideally have:

• A minimum of 5 GCSEs (Grade A–C or equivalent), including English and Maths.
• Good working knowledge of Microsoft Word and Excel.
• Previous experience in a customer service or office-based role.
• Experience of archiving and mail room services.
• Previous experience within a legal environment would be advantageous.
• Strong organisational and time management skills.
• Excellent communication and interpersonal abilities.
• A proactive, reliable, and team-oriented approach.
• A strong commitment to delivering excellent internal client service.