Facilities Assistant

Irwin Mitchell; Chichester; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading law firm in the United Kingdom is seeking a Facilities Assistant to support office operations. The role involves managing document services, providing reception support, and ensuring efficient resource management. Candidates should have proven experience in office coordination, a proactive attitude, and effective time management skills. Competitive benefits include generous holidays, pension schemes, and health memberships, emphasizing well-being initiatives and flexible working arrangements.

Benefits

25 days holiday plus bank holidays

Generous pension schemes

Volunteering days

Health membership

Well-being initiatives

Qualifications

• Proven experience in a facilities or office coordination role.
• Ability to follow policy and procedure.
• A flexible ‘can do’ attitude.

Responsibilities

• Provide support to Irwin Mitchell teams through various document services.
• Assist with meeting room and reception support.
• Manage office service centre and ensure stationery stock control.

Skills

Document services

Time management

Team player

Proactive attitude

Flexibility

Job description

The role of the Facilities Assistant is to provide support to the wider Irwin Mitchell teams. This may include document services (post, scanning, reprographics), porterage services, office service centre management (stationery stock control, ordering, and paper replenishment for MFD devices), meeting room (internal and client) and reception support, moves and changes, and archiving support.

• Document Services — Incoming/Outgoing Post: Receipt, sort, distribute, and account for all incoming mail and courier deliveries. Regularly collect outgoing items from floors and ensure all such items are accounted for in line with processes and procedures.
• Document Services — Scanning: Assist with all scanning requests received to support the wider office in digital ways of working.
• Document Services — Reprographics: Collect, process, and deliver all copy, print, finishing, and scanning requests according to priority. Assist with reprographics and manage the process for larger requests. Troubleshoot first‑line faults with MFDs (e.g., paper jams).
• Office Service Centre Management (Stationery): Maintain agreed levels of stationery and copy paper in all print devices and replenish from stock as required. Refill MFDs with paper to ensure all trays are full. Ensure these areas are kept tidy throughout the day.
• Meeting Room/Reception Support: Assist with booking meeting rooms and car parking facilities for internal and external clients. Provide support for the reception team and assist with the management of meeting rooms.
• Porterage Services: Move furniture and other items as required around the office. Change meeting room furniture layouts as needed.
• Health & Safety Responsibilities: Ensure you have received the necessary training to competently carry out your duties and acknowledge personal responsibility for safety. Take responsibility for ensuring equipment is maintained and fit for purpose. Raise any concerns regarding Health & Safety breaches in accordance with Company Procedure.
• Proven experience in a facilities or office coordination role.
• A proactive and self‑motivated individual.
• A flexible ‘can do’ attitude, responsive to changing environments.
• A team player.
• Ability to follow policy and procedure.
• Time management skills to plan work and meet demanding or conflicting timescales.

Benefits

• 25 days holiday as standard plus bank holidays – You can ‘buy’ up to 35 hrs of extra holiday too.
• Generous and flexible pension schemes.
• Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid).
• Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.
• We also offer a wide range of well‑being initiatives to encourage positive mental health both in and out of the workplace and to make sure you’re fully supported – this includes our Flexible by Choice programme which gives our colleagues more choice over a hybrid way of working subject to role, team and client requirements. We have been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2024!