Facilities Assistant

Owen Reed is looking for a Facilities Assistant for a top law firm in Oxford.

Working Arrangement: Full-time, office-based (with occasional travel to other offices).

An excellent opportunity has arisen for a Facilities Assistant to join a leading law firm in Oxford. This Facilities Assistant role is a key operational position responsible for ensuring the smooth day-to‑day running of facilities services across the office, with a strong focus on archiving, mailroom operations and workplace support.

As a Facilities Assistant, you will support the Facilities Supervisor in delivering high standards across the office environment, including health & safety processes, records management, maintenance coordination and general facilities duties. This Facilities Assistant position is ideal for someone who enjoys a varied, hands‑on role in a professional services environment.

• Cover daily mailroom duties as a Facilities Assistant.
• Provide reprographics support across all departments.
• Assist internal clients with stationery and general office requests.
• Manage storerooms, kitchen areas and recycling processes.
• Oversee cleaning standards and report issues to the Facilities Supervisor.

• Scan, archive and update wills, deeds and probate files as a Facilities Assistant.
• Maintain accurate records using computerised databases.
• Support the storage, retrieval and organisation of legal documents.
• Ensure all file management processes are completed accurately and securely.

• Report, monitor and respond to building faults and breakdowns.
• Arrange maintenance and repair services and escale issues where required.
• Assist with office moves and workspace changes within agreed time frames.
• Support general operational maintenance tasks across the office.

• Order stationery, consumables and office supplies.
• Support procurement of general goods and services across RWK Goodman offices.
• Monitor stock levels and ensure timely replenishment.

• Support the Facilities Supervisor with health & safety requirements.
• Carry out new starter inductions and maintain accurate records.
• Ensure compliance with workplace safety procedures and policies.

• Provide cover and support across other offices when required.
• Travel to other office locations as needed to support operational needs.

The successful Facilities Assistant will have:

• Previous experience in facilities, office support or customer service.
• Strong organisational and prioritisation skills.
• Good working knowledge of Microsoft Office (Word, Excel).
• Experience with archiving and mail/post room operations (essential).
• Ability to work in a busy, multi‑tasking environment.
• Strong communication and customer service skills.
• A proactive, reliable and hands‑on approach.
• Previous experience in a legal or professional services environment (desirable).
• Minimum 5 GCSEs including English and Maths.