Facilities Specialist / Assistant

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  • Job Reference: PR/000676
  • Job Title: Facilities Specialist / Assistant
  • Location: Central London
  • Basic Salary Range: Between £35,000 - £45,000 + Excellent Benefits
  • Job Type: Permanent
  • Posted 2 years ago
  • This position has been filled

Maxwell Stephens have been assigned be a leading hedge fund whom are recruiting for a Facilities Assistant to support the delivery of service excellence across a wide range of facilities services.


Key Responsibilities


  • Monitor food suppliers & onsite catering function
  • Place daily online delivery orders of food and drink to maintain stock levels in staff kitchens
  • Assess consumption habits of staff to ensure food provided is enjoyed and consumed
  • Improve efficiency and reduce waste
  • Assist the Facilities Manager to ensure food safety standards are met including record keeping of temperatures
  • Assist with the food and drink requirements at events and Town Hall – including moving of wine bottles, cans and glasses around the building.


  • Track food costs and submit monthly reports to management
  • Track project and change budget.


  • Routinely check condition of FFE (Furniture, Fixtures and Equipment), log maintenance jobs for contractor, escalate to FM
  • Daily walkarounds for cleanliness, clear walkways & fire exits, tidy worktops & copy areas, report issues to relevant team
  • Monitor temperatures across floors and meeting rooms throughout the day and take action as required
  • Create floorplans for weekly maintenance contractors to follow – decorating, furniture, carpeting etc.
  • Book in contractors with building security, escort on site & verify work done by contractors post-visit
  • Monitor recycling, bin capacities & correct usage
  • Maintain basement cages, moving assets to/from as required to free up space within office area (occasionally involves lifting of boxes, furniture, chairs etc).


  • Organise desk moves, assist IT with contents, clear up & gain feedback
  • Move chairs, boxes & trolleys of equipment
  • Ensure seating plan is up to date.


  • Build Facilities Management Manual of contractors, asset list, serial numbers, expiry dates etc.
  • Work with Facilities Manager to update Intranet, N-drive shared folders & team manuals Maintain records of environmental and legal compliance.
Person Specification

  • Min 2.1 degree from Russell Group university (or equivalent international institution) and good A Level and GCSE (or equivalent) grades
  • At least two years’ experience in Facilities or Office Services: client-side office based, with first-hand exposure to contractors & small projects
  • Experience of having worked in a team, reporting to a Facilities Manager, Operations Manager, COO or outsourced contractor (site representative)
  • Shown progress through roles with improvement/promotion/role change over time 
  • Has some knowledge of HVAC, building management systems, maintenance functions, support services, with preference for some catering exposure.




We are expecting a high level of interest in this role, therefore in order to be considered in the first instance, you MUST have a Degree and good A Levels which MUST be displayed on your CV.

Please call 0207 118 48 48 or email cv@maxwellstephens.com to apply.