Workplace Assistant

Horwich Farrelly; Leeds; Hybrid; GBP 20,000 - 26,000; Full time

Benefits offered by this job

25 days annual leave

Life Insurance

Private Medical Insurance

Pension Scheme

Employee Discount Hub

Job summary

Horwich Farrelly in Leeds is seeking a Workplace Assistant to join our on-site Facilities team. This vital role ensures the Leeds office runs smoothly, safely, and professionally with a visible presence on the floor.

You’ll handle meeting room bookings, stock, health and safety checks, office moves and liaise with suppliers, delivering a high standard of Front of House service in a busy environment.

Qualifications

• Experience in an office or facilities environment is desirable.
• Strong administrative and organisational skills.
• Highly organised, conscientious and reliable.
• Able to switch between tasks while maintaining accuracy.

Responsibilities

• Provide efficient day-to-day Facilities support and respond promptly to requests from colleagues, clients and visitors.
• Act as a visible onsite presence, maintaining Front of House standards.
• Manage meeting room bookings, setups, layouts, equipment and refreshments.
• Support office moves, reconfigurations and Facilities-led projects.
• Liaise with the Facilities Co-ordinator regarding onsite requests and deliveries, including manual handling.
• Carry out Health & Safety checks and walkarounds in line with procedures.
• Assist with access pass management and DSE administration.
• Support business travel bookings in line with policy.

Skills

Organisational skills

On-site presence

Customer service

Proactive mindset

Teamwork

Communication skills

Telephone manner

Tools

Office equipment

Job description

Workplace Assistant

Location: Leeds
On site, based in the Leeds office
Contract Type: Permanent

About HF

People. Not just lawyers

About the team

To provide a combination of hands‑on and administrative support to the Facilities team, ensuring the smooth, safe, and efficient running of the Leeds office. The role requires a visible onsite presence based within our Leeds office, strong organisational skills, and a proactive, service‑focused approach.

"This is a varied and busy role office based role, so we’re looking for someone proactive, enthusiastic and confident to join the team. Working closely with a number of different departments within the business, this is a great opportunity for someone who enjoys keeping things running smoothly within the office environment and takes pride in creating a positive, well‑organised workplace."

What you’ll be doing

Key Responsibilities:

• Provide efficient day ‑ to ‑ day Facilities support, responding promptly to requests from colleagues, clients and visitors.
• Act as a visible and approachable onsite presence, ensuring Front of House standards are maintained.
• Manage meeting room bookings, setups, layouts, specialist equipment and refreshments as required.
• Support office moves, reconfigurations and Facilities ‑ led projects.
• Liaise with the Facilities Co ‑ ordinator regarding onsite requests, issues and deliveries, including occasional manual handling.
• Demonstrate practical knowledge of Facilities operations, workplace systems and office equipment.
• Carry out regular office Health & Safety checks and walkarounds in line with procedures.
• Support Fire Marshal duties where required.
• Assist with access pass management in accordance with starter and leaver processes.
• Support DSE assessment administration.
• Manage stock checking and ordering of office consumables across HF sites.
• Handle inbound and outbound calls with suppliers, contractors and colleagues confidently and professionally.
• Respond positively to changing operational priorities and reactive Facilities requests.
• Provide support across a range of Facilities activities, including peak periods and office changes.
• Assist with Facilities projects, including collecting and presenting data and liaising with suppliers.
• Support the booking of business travel in line with the business travel policy.
• Undertake reasonable additional duties as required, including cross ‑ training and supporting other operational support teams.

Key Responsibilities:

• Provide efficient day ‑ to ‑ day Facilities support, responding promptly to requests from colleagues, clients and visitors.
• Act as a visible and approachable onsite presence, ensuring Front of House standards are maintained.
• Manage meeting room bookings, setups, layouts, specialist equipment and refreshments as required.
• Support office moves, reconfigurations and Facilities ‑ led projects.
• Liaise with the Facilities Co ‑ ordinator regarding onsite requests, issues and deliveries, including occasional manual handling.
• Demonstrate practical knowledge of Facilities operations, workplace systems and office equipment.
• Carry out regular office Health & Safety checks and walkarounds in line with procedures.
• Support Fire Marshal duties where required.
• Assist with access pass management in accordance with starter and leaver processes.
• Support DSE assessment administration.
• Manage stock checking and ordering of office consumables across HF sites.
• Handle inbound and outbound calls with suppliers, contractors and colleagues confidently and professionally.
• Respond positively to changing operational priorities and reactive Facilities requests.
• Provide support across a range of Facilities activities, including peak periods and office changes.
• Assist with Facilities projects, including collecting and presenting data and liaising with suppliers.
• Support the booking of business travel in line with the business travel policy.
• Undertake reasonable additional duties as required, including cross ‑ training and supporting other operational support teams.

What do I need?

This is a varied and fast‑paced role requiring flexibility and attention to detail.

• Previous office or facilities experience is desirable, supported by strong administrative skills
• Strong team‑working skills with a collaborative approach
• Highly organised, conscientious and reliable
• Adaptable and able to manage changing priorities
• Self‑motivated with a proactive mindset
• Confident and professional telephone manner
• Able to switch effectively between tasks while maintaining accuracy

Standards and Compliance

• Use all office and Facilities equipment efficiently and competently.
• Always maintain confidentiality of Firm and client information, in line with data protection requirements.
• Comply with all Health & Safety and workplace policies and procedures.

• Use all office and Facilities equipment efficiently and competently.
• Always maintain confidentiality of Firm and client information, in line with data protection requirements.
• Comply with all Health & Safety and workplace policies and procedures.

What’s in it for you?

Apart from the competitive salary you’d expect, our package of benefits reflects our values of partnership, innovation, and being real people. We’re committed to creating a dynamic workplace where everyone feels supported, empowered, and part of our success.

You’ll enjoy:

• 25 days’ annual leave (rising to 30 with service) + Holiday Buy Scheme
• Life Insurance & Income Protection
• Private Medical Insurance & Healthcare Cash Plan
• Employee Assistance Programme & Digital GP services
• Pension Scheme
• Electric Car Scheme
• Enhanced Maternity, Paternity & Adoption Leave
• Discounted Gym Membership & Employee Discount Hub
• Flu & Eyecare Vouchers – and more!