Facilities Assistant

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  • Job Reference: PR/000748
  • Job Title: Facilities Assistant
  • Location: Central London
  • Basic Salary Range: Up to £35,000 + Opportunities & Benefits
  • Job Type: Permanent
  • Posted 2 years ago
  • This position has been filled

Our client, an international financial services company, are looking for a Facilities Assistant to join their team.


Responsible for efficient and effective provision of a wide variety of support services to the Branch, primarily supporting and assisting the Office Services Manager with the operation of mailroom services, staff catering, hospitality, reception, security and cleaning.

Key Responsibilities


  • Supervise and support the mailroom team with the timely delivery of all the in-house mailroom services such as and not limited to mail distribution, goods inward/outward, couriers, reprographics, photocopiers, archive services, office stationery, printer & photocopier consumables, office moves and churn.
  • Support the Office Services Manager by supervising a team of 4 mailroom clerks
  • Cover mailroom services in the absence of staff members
  • Identify ways to improve service and efficiency in the mailroom
  • Oversee move requests to ensure that they are completed to agreed timeframes
  • Provide support to the mailroom team in managing the inventory of all spare furniture/carpet/wall-boards in secure basement cage
  • Prepare and collate monthly overtime of all mailroom staff
  • Develop and implement cost effective and environmental initiatives
  • Provide support to the Office Services Manager by developing and training the mailroom team.


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  • Assist the Office Services Manager in managing the contracted catering company ensuring;
  • Contracted staff catering and hospitality deliver an excellent high quality service that is aligned to business objectives.
  • The delivery of vending both free and paid for
  • The cashless system contract with regards to internal/external client relations, contractual and service performance, special projects and upgrades
  • The delivery of the reception and front of house services ensuring 5* service
  • Provide support to the head of Hospitality for delivery of large events/functions


  • Assist the Office Services Manager by ensuring;
  • Appropriate cover is provided to all London Branch properties
  • Duties are carried out according to the processes and procedures
  • Security systems and equipment (access control and CCTV) is operating correctly and is regularly service
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  • Assist the Office Services Manager in managing:
  • All aspects of the daily office, specialist cleaning and recycling contracts
  • Maintain records of recycling volumes
  • Maintain contract Key Performance Indicators database
  • Arrange supplementary cleaning to support office moves activity
  • Setting and managing the cleaning budget

Outsourcing and Procurement

  • Within Office Services, in assistance with the Office Services Manager
  • Periodic review of all services provided to include service delivery, T&Cs, SLAs and KPIs
  • Monitoring and driving savings in the supply chain, driving value and cost reduction.

Additional Responsibilities

  • Build relationships at all levels of the Bank based on understanding and meeting customer and business needs
  • Ensure professional appropriate two-way communication is established and feedback on performance is received with necessary action plans.
  • Ensure suppliers meet their agreed SLAs and identify ways to improve efficiency and reduce costs
  • Due to the nature of the role additional duties will evolve and may be assigned from time to time.
  • Comply with all Health & Safety legislation and observe all applicable policies and procedures in the performance of duties.
  • Excellent communication skills when dealing with queries from internal customers, either in person or via phone / email
  • To undertake other tasks as required by the business within the scope of the role including manual handling where necessary and general administrative duties

Person Specification

  • GCSE or equivalent
  • IOSH Managing Safely (Desired)
  • BIFM/IWFM (Level 3 upward)
  • Excellent communication skills with the ability to communicate at all levels.
  • Positive, confident and approachable style
  • Strong interpersonal skills and influencing skills
  • Assertiveness with the ability to challenge others in a constructive way
  • Collaborate with colleagues within Facilities and cross-functionally
  • Shares relevant information and knowledge with colleagues in a timely manner
  • Takes a broader view, takes actions in response to events that may benefit or affect another part of the organization.

To apply for this role, send your CV to cv@maxwellstephens.com without delay.

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