Facilities & Operations Assistant

ENGINEERINGUK; Greater London; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Annual leave

Medical cover

Parental leave

Gym membership

Community giving

Job summary

Financial Times is seeking a proactive and highly organised Facilities & Operations Assistant to support the London office's day-to-day operations. You will manage facilities administration, supplier relationships, and financial processes, helping deliver an excellent workplace experience.

Reporting to the Global Facilities Director, you will coordinate POs, invoices and meetings, support onboarding, and work with cross-functional teams across Facilities, Finance and Health & Safety to ensure

Qualifications

• Previous administrative experience, ideally within Facilities Management or a similar environment.
• Experience supporting financial administration, including purchase orders and invoice processing.
• Strong IT skills, particularly Google Workspace.

Responsibilities

• Provide administrative support across the London Facilities team, including Soft Services, Hard Services and Facilities Projects.
• Handle the Facilities Helpdesk, coordinating with suppliers to ensure requests are completed efficiently and to agreed service levels.
• Support onboarding of new Facilities suppliers and contractors.
• Handle the purchase order process, including raising POs, obtaining approvals and receipting invoices.
• Produce management information, reports and analysis to support operational decision-making.
• Coordinate Facilities meeting calendar and organise team meetings, including agendas and minutes.
• Plan and coordinate Facilities team events and activities.
• Support onboarding/offboarding for Facilities team members, including ID cards and inductions.
• Act as liaison with Finance, FT People, Health & Safety and other internal partners to ensure compliance with processes.
• Provide programme administration support for Facilities projects.
• Maintain Facilities intranet pages and document policies and guidance.
• Provide general administrative support and assist with ad hoc operational projects.

Skills

Administrative experience

Facilities operations

Purchase orders

Invoice processing

Time management

Google Workspace

Communication

Stakeholder management

Team collaboration

Initiative

Tools

Google Workspace

Job description

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View more categories View less categories Sector Operations and Facilities Management Role Assistant Contract Type Permanent Hours Full Time

About Us

The Financial Times is one of the world's leading news organisations, globally recognised for its authority, integrity and accuracy, with a mission to deliver quality information and services worldwide. At the FT, curiosity thrives and ambitious thinking is rewarded. Here, you're given the chance to reach millions, create work that matters and deliver impartial journalism in a polarised world. In our warm, collaborative culture, you'll connect with a diverse community of experts who support your growth, career aspirations and wellbeing. Your future at the FT will be filled with opportunities that challenge and inspire you. With no fixed path, you'll discover new skills and forge a career that can take you anywhere. Build a newsworthy career at the FT.

Our Commitment to Diversity, Equity and Inclusion

We believe in the power of unique perspectives and want all voices in our organisation to be heard, respected and valued. A supportive workplace is one where employees feel they can be themselves and operate to their full potential. We are committed to removing barriers for everyone, with a focus on addressing those faced by underrepresented groups.

The Role

We're looking for a proactive and highly organised Facilities & Operations Assistant to support the day-to-day operations of our London Facilities team. Reporting to the Global Facilities Director, you'll play a key role in ensuring the smooth running of facilities administration, financial processes and operational coordination across the London office. This is a varied role that combines facilities administration, supplier management, financial support and project coordination. You'll work closely with colleagues across Facilities, Finance, FT People, Health & Safety and external contractors, helping to deliver an excellent workplace experience while supporting operational efficiency.

Key Responsibilities

• Provide administrative support across the London Facilities team, including Soft Services, Hard Services and Facilities Projects.
• Handle the Facilities Helpdesk, coordinating with suppliers to ensure requests are completed efficiently and to agreed service levels.
• Support the onboarding of new Facilities suppliers and contractors.
• Handle the purchase order process, including raising POs, obtaining approvals and receipting invoices.
• Produce management information, reports and analysis to support operational decision-making.
• Coordinate the Facilities meeting calendar and organise team meetings, including preparing agendas and taking minutes.
• Plan and coordinate Facilities team events and activities.
• Support the onboarding and offboarding process for Facilities team members, including ID card requests and inductions.
• Act as a key liaison with Finance, FT People, Health & Safety and other internal partners to ensure compliance with company processes.
• Provide programme administration support for Facilities projects.
• Maintain the Facilities intranet pages, ensuring documentation, policies and guidance remain accurate and up to date.
• Provide general administrative support and assist with ad hoc operational projects as required.

Required Skills and Experience

• Previous administrative experience, ideally within Facilities Management, Operations or a similar environment.
• Good understanding of facilities administration and operational processes.
• Experience supporting financial administration, including purchase orders and invoice processing.
• Strong organisational skills with the ability to handle multiple priorities and meet deadlines.
• Excellent attention to detail and a proactive approach to problem-solving.
• Strong IT skills, particularly Google Workspace.
• Excellent communication and partner management skills with a customer-focused approach.
• Ability to work collaboratively across multiple teams and build effective working relationships.
• Takes ownership, uses initiative and enjoys improving processes.
• Flexible and adaptable, with the ability to respond to changing business priorities.

Desirable

• IOSH Working Safely qualification.
• Previous experience working within a Facilities Management function.
• Experience supporting facilities or workplace projects.

What's in it for You?

Our benefits vary by location, but we are committed to providing best-in-class perks across all our offices. These include generous annual leave, medical cover, inclusive parental leave packages, subsidised gym memberships and opportunities to give back to the community. Full details of our benefits are available here: https://aboutus.ft.com/careers/benefits. This role is primarily office-based and requires attendance in our London office four days per week. There may be flexibility to work remotely on Fridays, subject to business needs and manager approval. We are open to considering other flexible working requests where operationally feasible.

Accessibility

We are a disability confident employer and Valuable 500 signatory. Please let us know if you require any reasonable adjustments/personalisation as part of the application process or to enable you to attend an interview. If you would like to discuss your requirements or have any questions, email [e-mail] and a member of our team will be happy to help.

Further Information

At the FT, we embrace innovation and the use of technology and appreciate that individuals may use AI tools as part of their job application process. Whilst we are happy for you to use AI to assist with your application, it is essential that all information provided is authentic and accurately represents your skills, experience, and qualifications. Candidates should be aware that the use of AI throughout the application process may be monitored to ensure a fair and transparent hiring process for all. Please beware of fraudulent job postings and offers claiming to be from the Financial Times. All legitimate opportunities will direct you to apply through the official Financial Times careers site, and the FT will never ask for financial information, payments, or referrals to third parties during the hiring process. If you have any concerns about the legitimacy of a job posting or suspect any scam activity, please contact [e-mail].

Company

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