Facilities Assistant

Advance TRS; Westhill; On-site; GBP 22,000 - 26,000; Full time

Job summary

Advance TRS in Westhill, Aberdeenshire is recruiting a Facility Assistant to join the corporate office. You will deliver a professional front-of-house service, support employees, visitors, contractors and the wider Facilities team, and help maintain office operations across FM activities.

The role offers exposure to facilities management, office operations and workplace services, with a contract initially and a plan to go permanent.

Qualifications

• Previous corporate front-of-house, reception or facilities experience (Essential).
• Excellent customer service and communication skills (Essential).
• Strong organisational and administrative skills (Essential).
• Good knowledge of Microsoft Office / Microsoft 365 (Essential).
• Desirable: Facilities Management qualification or NVQ in Front of House, Reception or Business Administration.
• First Aid or Fire Marshal qualifications (training can be provided).

Responsibilities

• Act as the first point of contact for visitors, employees and contractors.
• Manage reception, visitor inductions, telephone enquiries and the facilities mailbox.
• Coordinate meeting rooms, bookings, IT/VC checks and hospitality.
• Manage incoming/outgoing post, couriers and office access passes.
• Monitor office supplies, kitchen areas and general workplace standards.
• Carry out regular facilities, fire safety and first aid checks.
• Report and follow up maintenance issues with contractors and suppliers.
• Support the Facilities Manager with administration, contractor management and general FM activities.
• Act as the building's Fire Marshal Coordinator.
• Provide occasional support to other offices, with expenses covered.

Skills

Front of house experience

Reception experience

Customer service

Organisational skills

Proactive problem solving

Education

NVQ in Front of House / Reception / Business Administration

Tools

Microsoft Office 365

Job description

Location: Westhill, Aberdeenshire

Hours: Monday-Friday, 8:30am-4:30pm

Type: Contract with plan to go permanent

The Opportunity

We're looking for a Facility Assistant to join an established Facilities team supporting a modern corporate office in Westhill.

You'll be a key part of the day-to-day running of the office, providing a professional front-of-house service while supporting employees, visitors, contractors and the wider Facilities team.

This is a varied role with plenty of opportunity to build your experience across Facilities Management, office operations and workplace services.

Key Responsibilities

• Act as the first point of contact for visitors, employees and contractors.
• Manage reception, visitor inductions, telephone enquiries and the facilities mailbox.
• Coordinate meeting rooms, bookings, IT/VC checks and hospitality.
• Manage incoming/outgoing post, couriers and office access passes.
• Monitor office supplies, kitchen areas and general workplace standards.
• Carry out regular facilities, fire safety and first aid checks.
• Report and follow up maintenance issues with contractors and suppliers.
• Support the Facilities Manager with administration, contractor management and general FM activities.
• Act as the building's Fire Marshal Coordinator.
• Provide occasional support to other offices, with expenses covered.

About You

We're looking for someone who is professional, organised, approachable and proactive, with previous experience in a similar corporate environment.

Essential:

• Previous corporate front-of-house, reception or facilities experience.
• Excellent customer service and communication skills.
• Strong organisational and administrative skills.
• Good knowledge of Microsoft Office / Microsoft 365.
• Confident dealing with people at all levels.
• A proactive approach to solving problems and supporting others.

Desirable:

• Facilities Management experience or AIWFM qualification.
• NVQ in Front of House, Reception or Business Administration.
• First Aid or Fire Marshal qualification (training can be provided).

We are an equal opportunity employer and value diversity in our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status