Facilities Assistant

About the Role

We are looking for a customer-focused and detail-oriented Facilities Management Assistant to support our UK operations. This role acts as a key point of contact for colleagues and suppliers, ensuring smooth day-to-day facilities management and administrative support. You will work closely with the Facilities Manager to maintain building compliance, oversee contractors, and support health and safety standards across sites. The role also involves managing purchase orders, invoices, and reporting, alongside supporting office moves and space planning activities.

• Act as the primary point of contact via the Service Now portal, managing and resolving facilities-related requests (e.g., maintenance, repairs, DSE, room setups).
• Assign and track tasks across the Facilities team, monitor SLAs, and produce monthly performance reports.
• Coordinate and manage contractors, including inductions, quoting, supervision, KPI tracking, and contract administration.
• Ensure compliance with health & safety standards, including reviewing RAMS and issuing permits to work.
• Support office moves, space planning, and maintain space data using iOffice systems.
• Assist with new starter setups, inductions, and leaver/transfer processes.
• Conduct monthly site inspections, documenting findings and ensuring issues are resolved to completion.
• Support post room operations, including courier and delivery management.
• Contribute to continuous improvement initiatives to enhance service delivery standards.
• Support wider operational tasks as required by the Facilities Management team.

• A-levels (or equivalent).
• Experience working in a facilities or corporate environment.
• Strong administrative and organisational skills.
• Strong numeracy and literacy skills with clear, professional written communication.
• Intermediate to advanced MS Office skills (particularly Excel for reporting and analysis).
• Ability to manage multiple priorities and a varied workload.
• Strong attention to detail and ability to follow tasks through to completion.
• Effective stakeholder management skills with both internal teams and external contractors.
• Customer-focused mindset with a collaborative approach.

• Facilities Management or Health & Safety qualifications (e.g., IOSH or willingness to train).
• NEBOSH or similar certification.
• Understanding of commercial processes and contract management.

• Willingness to undertake training (e.g., First Aider, Fire Marshal).
• Physically capable of manual tasks such as room setups and office moves.
• Ability to maintain confidentiality and discretion.

The role is office-based (London).

27,898 GBP to 34,499 GBP.

Wiley is an equal opportunity/affirmative action employer. We evaluate all qualified applicants and treat all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability, protected veteran status, genetic information, or based on any individual's status in any group or class protected by applicable federal, state or local laws. Wiley is also committed to providing reasonable accommodation to applicants and employees with disabilities.