Facilities Assistant

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  • Job Reference: 1325
  • Job Title: Facilities Assistant
  • Location: Central London
  • Basic Salary Range: Circa £22,000 per annum
  • Job Type: Permanent
  • Posted 6 years ago
  • This position has been filled

An exciting new opportunity has become available for a Facilities Team Assistant working in a cohesive team of five, reporting to the London Facilities Manager.  The position is to ensure the efficient and effective delivery of department accountabilities through a strong customer service and administrative operation.


  • Logging and coordinating all help desk enquiries in excel for the Facilities Team via telephone, e-mail and face to face mediums and escalating to staff, externals contractors and suppliers in a timely and professional manner
  • Weekly reporting and analysis of all pending and completed logged jobs with exceptional detail
  • Maintaining the security pass (Paxton) system ensuring the system is live and up to date at all times. The incumbent must understand and communicate the Physical Security Policy accordingly.
  • Carrying out daily check list surveys of the buildings using the Autocad system
  • Carrying out fortnightly cleaning audits with cleaning management
  • Coordinating Desk Screen Ergonomic (DSE) Risk Assessments for internal staff
  • Coordinating and uploading Facilities receipts and invoices
  • Assist in basic project planning and coordination of office moves, relocations, storage and archiving
  • Assisting with meeting/function set-up including diary management
  • Ongoing liaison and interface with IT, Reception, Cleaning, Maintenance and Post/Print room teams
  • There is an expectation of intermittent physical labour to assist with office adjustments and moves
  • Providing personal assistance to the Facilities Manager as required
  • Ad hoc tasks as required by management


  • Proven experience working in a similar role within a professional services environment
  • Qualified to a degree level (2.1) is preferable
  • Proficient use of MS Office Suite, particularly Microsoft Excel
  • Experience working with multiple contractors and suppliers
  • Strong written and verbal communication skills with all levels of the organisation
  • Exemplary time management and organisational skills
  • Customer service experience advantageous
  • Understanding of basic OHS principles


  • A helpful and enthusiastic approach to the job
  • Ability to prioritise and manage a varied workload under pressure
  • Highly self-motivated with proactive approach to problem solving
  • Ability to develop and maintain strong working relationships
  • A willingness to learn
  • Team player yet able to work independently
  • Acute attention to detail

Please contact Lilly on 0207 118 4848 – lilly@maxwellstephens.com