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 with in 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