Facilities Assistant Job Description Template
Resource type and category
Resource type: Downloadable job description template
Category: Facilities Management Recruitment, Job Descriptions and Hiring Resources
Intended audience
Facilities Managers, HR professionals, Talent Acquisition teams, Office Managers, Workplace teams and organisations recruiting a Facilities Assistant or junior Facilities Management professional.
Resource-card description
Download a comprehensive Facilities Assistant job description template covering building checks, contractor management, health and safety, helpdesk support, purchasing, environmental duties, events, reception cover and general FM administration.
Full resource-page description
A Facilities Assistant plays an important role in keeping workplaces safe, organised, presentable and operational.
The Facilities Assistant Job Description Template provides employers with a practical framework for defining the responsibilities, experience and personal qualities required for a day-to-day Facilities Management support role.
The template positions the Facilities Assistant as a key point of contact for the Facilities department, helping manage queries from employees and visitors while supporting the smooth operation of the building. Responsibilities include handling telephone, email and helpdesk requests professionally and ensuring issues are dealt with promptly.
Day-to-day building management forms a significant part of the role. The template includes regular building and meeting-room inspections, identifying problems early and helping ensure the workplace remains safe, functional and well presented.
Contractor coordination is another important responsibility. Facilities Assistants may monitor cleaning, maintenance, catering, plant maintenance, pest control and other service providers, ensuring agreed SLAs and KPIs are being achieved.
The role also supports contractor compliance. This includes checking that contractors have appropriate authority to work, confirming that the correct health and safety documentation has been provided and maintaining accurate records of contractor activity.
Administrative responsibilities are covered extensively. The Facilities Assistant may support purchasing, invoices, expenses, purchase requisitions, stationery, consumables and other financial or operational records, requiring strong organisation and attention to detail.
The template also includes workplace-support activities such as maintaining staff floor plans, assisting with office moves, supporting Facilities projects and helping prepare meeting and event spaces.
Health and safety forms another significant part of the position. Responsibilities can include supporting risk assessments, monitoring contractors, assisting with environmental and H&S audits, coordinating fire drills, maintaining fire-marshal arrangements and organising fire-safety and first-aid training.
Environmental duties are included too, particularly around recycling targets, recycling records and appropriate transfer-note documentation.
The role may also provide reception cover when required and support the Facilities Manager and wider team with general administrative duties, making flexibility and a service-focused attitude particularly important.
A dedicated Knowledge, Experience and Qualifications section provides employers with suggested candidate requirements. These include previous experience within Facilities or building services, knowledge of M&E systems, purchasing and invoicing experience, good IT skills and potentially an IOSH or similar health and safety qualification.
The About You section emphasises the personal qualities that can make a Facilities Assistant successful: organisation, attention to detail, communication, initiative, reliability, resourcefulness and the ability to maintain accuracy while working under pressure.
Designed to be adapted to the organisation, this template provides a strong starting point for creating a clear, practical and professional Facilities Assistant job description.
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