RiverStone International Facilities Assistant Recruitment

Background

RiverStone International, operating within the financial services sector, appointed Maxwell Stephens to recruit a capable Facilities Assistant to support the day-to-day operation of its 23,191 sq. ft. London office.

The position formed an important part of the facilities team, providing practical and administrative support across workplace operations while helping to maintain consistently high service standards. RiverStone needed someone who could combine facilities support, customer service, administration, compliance and operational awareness, while remaining flexible enough to respond to changing requirements in a busy corporate environment.

The Challenge

The Facilities Assistant role covered a broad range of responsibilities and called for someone able to provide dependable support while spotting potential operational issues before they affected employees or business activity. RiverStone was particularly focused on maintaining service quality, regulatory compliance and a customer-centric workplace experience.

Assistant-level roles in financial services offices are frequently underestimated. The duties are individually routine, but the person holding them is often the first to notice a fault, the face a visitor sees at reception, and the one keeping compliance records current. The requirements here reflected that breadth:

• Daily building inspections. Regular tours of the premises, completing operational checklists and identifying issues that could affect service delivery, safety or the condition of the workplace.
• Service standards and KPIs. Working to established operating procedures and key performance indicators to keep facilities standards consistent.
• Operational risk management. Identifying and escalating potential facilities risks promptly to minimise disruption and protect business operations.
• Stock and supplies management. Monitoring and replenishing essential workplace supplies, including kitchen provisions and stationery.
• Mailroom support. Supporting mailroom activity and making sure incoming and outgoing items were handled efficiently.
• Reception support. Providing front-of-house cover when required and helping maintain a professional experience for employees, visitors and stakeholders.
• Meeting room management. Supporting room bookings and ensuring meeting spaces were properly prepared for use.
• Employee onboarding. Providing facilities support for new starters so that workplace requirements were ready for employees joining the organisation.
• Technology and work requests. Using ZOHO to manage work requests, coordinate contractors and allocate facilities tasks effectively.
• Health and safety compliance. Supporting workplace health and safety requirements, including display screen equipment (DSE) assessments and checks on fire-safety equipment.
• Data protection and regulatory standards. Maintaining appropriate awareness of data protection and other relevant compliance requirements within the workplace.

Our Approach

Maxwell Stephens developed a targeted search for facilities professionals with the practical experience and service-oriented approach required within a professional financial services environment. The role needed a candidate comfortable moving between routine facilities duties, customer-facing responsibilities and more detailed compliance and administrative tasks.

Our assessment focused on experience and capability across:

• facilities and workplace support
• building inspections
• operational risk awareness
• health and safety
• stock and inventory management
• reception and front-of-house support
• meeting-room coordination
• mailroom operations
• contractor coordination
• facilities management systems
• workplace administration
• customer service

Particular emphasis went on identifying someone organised, adaptable and proactive, with the judgement to prioritise competing requests while keeping service standards consistently high. Following a detailed screening and selection process, Maxwell Stephens placed a qualified Facilities Assistant with RiverStone International.

The Outcome

The successful candidate strengthened the day-to-day delivery of facilities services across RiverStone's London workplace:

• Stronger operational oversight. Regular building tours, checklists and condition assessments gave greater visibility of workplace issues and supported the early identification of operational risks.
• Improved service consistency. Working to established procedures and KPIs supported a structured approach to facilities activity and consistent standards across the office.
• More efficient workplace support. Proactive management of supplies, stationery and mailroom requirements helped maintain workplace readiness and reduce avoidable disruption.
• Greater operational flexibility. The Facilities Assistant covered reception, meeting-room management and employee onboarding when required, maintaining continuity during periods of increased demand.
• Better use of facilities technology. Effective use of ZOHO supported the coordination of work requests, contractors and task allocation, creating a clearer and more responsive facilities workflow.
• Stronger health and safety support. The candidate contributed to workplace compliance through DSE assessments, premises checks and monitoring of fire-safety equipment.
• Better customer service. A flexible and responsive approach meant employees and visitors received professional facilities support across a range of workplace requirements.

Why This Placement Worked

The placement gave RiverStone International a Facilities Assistant able to combine operational support, customer service, compliance, facilities technology and workplace administration within a busy London office.

The assignment also shows why Maxwell Stephens recruits at every level of the facilities function, not only for senior posts. Assistant and coordinator roles are where service standards are actually delivered, and the candidates who do them well combine practical capability with a genuine service mindset. Assessing for both, rather than for either in isolation, is what produced the right appointment here.

If you are looking for an experienced Facilities Assistant or Facilities Coordinator to strengthen your workplace operations, Maxwell Stephens can help you define the brief and find the right person. Get in touch with our team.