Facilities Assistant
We are looking for a proactive and organised Facilities Assistant to support the day-to-day running of our facilities function across multiple office locations. The successful candidate will assist with the storage, maintenance and archiving of deeds, wills and probate files using a computerised database system, while also supporting health and safety compliance, new starter inductions and general office services.
This is a varied, hands-on role requiring excellent organisational skills, a customer-focused approach and the flexibility to provide cover at other office locations when required.
Key Responsibilities
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Scan, archive and maintain deeds, wills, probate files and other documentation using a computerised records management system.
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Provide daily mailroom support, ensuring the efficient handling of incoming and outgoing post.
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Respond to internal requests for stationery and general office supplies.
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Provide reprographics and document production support across departments.
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Order and maintain stock levels of stationery, consumables and office supplies.
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Investigate reported faults and maintenance issues, arranging repairs with contractors and escalating where appropriate.
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Monitor cleaning standards and report any issues requiring attention.
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Support the procurement of office consumables, equipment and general facilities services.
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Assist with office moves and workspace changes within agreed timescales.
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Manage storerooms, recycling and waste disposal, and maintain kitchen areas to a high standard.
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Deliver health and safety inductions for new starters and maintain accurate records.
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Travel to other office locations to provide facilities support and cover as required.
Skills and Experience
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Good all-round administration experience or previous archiving and records management experience will be considered.
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Previous experience within a facilities, office support, customer service or administrative environment.
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Experience of mailroom or post room duties is desirable.
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Experience within a legal or professional services environment is advantageous but not essential.
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Proficient in Microsoft Office, including Word and Excel.
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Strong organisational skills with the ability to prioritise a varied workload.
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Excellent communication and customer service skills.
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A proactive, reliable and flexible approach to work.
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GCSEs (or equivalent), including English and Mathematics, are desirable
