Facilities Assistant

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

• Scan, archive and maintain deeds, wills, probate files and other documentation using a computerised records management system.
• Provide daily mailroom support, ensuring the efficient handling of incoming and outgoing post.
• Respond to internal requests for stationery and general office supplies.
• Provide reprographics and document production support across departments.
• Order and maintain stock levels of stationery, consumables and office supplies.
• Investigate reported faults and maintenance issues, arranging repairs with contractors and escalating where appropriate.
• Monitor cleaning standards and report any issues requiring attention.
• Support the procurement of office consumables, equipment and general facilities services.
• Assist with office moves and workspace changes within agreed timescales.
• Manage storerooms, recycling and waste disposal, and maintain kitchen areas to a high standard.
• Deliver health and safety inductions for new starters and maintain accurate records.
• Travel to other office locations to provide facilities support and cover as required.

Skills and Experience

• Good all-round administration experience or previous archiving and records management experience will be considered.
• Previous experience within a facilities, office support, customer service or administrative environment.
• Experience of mailroom or post room duties is desirable.
• Experience within a legal or professional services environment is advantageous but not essential.
• Proficient in Microsoft Office, including Word and Excel.
• Strong organisational skills with the ability to prioritise a varied workload.
• Excellent communication and customer service skills.
• A proactive, reliable and flexible approach to work.
• GCSEs (or equivalent), including English and Mathematics, are desirable.