Background & Client Overview
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 maintain consistently high service standards.
RiverStone required a professional who could combine Facilities support, customer service, administration, compliance and operational awareness, while remaining flexible enough to respond to changing requirements across a busy corporate environment.
The Challenge
The Facilities Assistant role covered a broad range of responsibilities and required someone capable of providing dependable support while identifying potential operational issues before they affected employees or business activities.
RiverStone was particularly focused on maintaining service quality, regulatory compliance and a customer-centric workplace experience.
Key requirements included:
Daily Building Inspections
Conducting 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 & KPIs
Working in accordance with established operating procedures and key performance indicators to help maintain consistent Facilities standards.
Operational Risk Management
Identifying and escalating potential Facilities risks promptly to minimise disruption and protect business operations.
Stock & Supplies Management
Monitoring and replenishing essential workplace supplies, including kitchen provisions and stationery.
Mailroom Support
Supporting mailroom activity and ensuring 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 appropriately prepared for use.
Employee Onboarding
Providing Facilities support for new starters and helping ensure workplace requirements were ready for employees joining the organisation.
Technology & Work Requests
Using ZOHO to manage work requests, coordinate contractors and allocate Facilities tasks effectively.
Health & Safety Compliance
Supporting workplace health and safety requirements, including display screen equipment (DSE) assessments and checks relating to fire-safety equipment.
Data Protection & Regulatory Standards
Maintaining appropriate awareness of data protection and other relevant compliance requirements within the workplace.
Our Recruitment 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 required a candidate who was 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 was placed on identifying someone organised, adaptable and proactive, with the judgement required to prioritise competing requests while maintaining consistently high service standards.
Following a detailed screening and selection process, Maxwell Stephens successfully placed a qualified Facilities Assistant with RiverStone International.
Outcome & Impact
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 helped provide 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 helped maintain 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 provided support across reception, meeting-room management and employee onboarding when required, helping maintain continuity during periods of increased demand.
Improved Use of Facilities Technology
Effective use of ZOHO supported the coordination of work requests, contractors and task allocation, helping create a clearer and more responsive Facilities workflow.
Stronger Health & Safety Support
The candidate contributed to workplace compliance through activities including DSE assessments, premises checks and monitoring of fire-safety equipment.
Enhanced Customer Service
A flexible and responsive approach helped ensure employees and visitors received professional Facilities support across a range of workplace requirements.
Outcome
The successful placement provided RiverStone International with a Facilities Assistant capable of combining operational support, customer service, compliance, Facilities technology and workplace administration within a busy London office.
The assignment demonstrates Maxwell Stephens' ability to recruit Facilities professionals at every level of the function, identifying candidates who possess both the practical capability and service mindset required to support safe, efficient and professionally managed workplaces.
Looking for an experienced Facilities Assistant or Facilities Coordinator to strengthen your workplace operations? Contact Maxwell Stephens to discuss your recruitment requirements.