Facilities Assistant

What this job involves:

Working on the Front of House desk, delivering exceptional workplace experience, coordinate facilities services and ensure the smooth operation of day-to-day hard and soft FM activities. This role acts as the first point of contact for building / users providing proactive, service-focused support and ensuring compliance, comfort, and operational efficiency across the site.

The Facilities Assistant plays a key role in maintaining high standards in workplace services, supporting audits and safety, fostering strong supplier and stakeholder relationships, and contributing to a positive, safe and well-maintained environment for all occupants.

What your day-to-day will look like:

• This role is a predominately front of house role where you will ensure all visitors have an exceptional experience
• Coordinate car park and meeting room bookings, setups, hospitality, AV support, and minor space changes as required.
• Support the Workplace Experience Manager (WEM) in overseeing day-to-day delivery of FM services as required for your location(s), ensuring service levels are consistently met and proactively raising any issues.
• Support the WEM with gaining information required for quotes and other activities (e.g. capex planning), as required.
• Ensure Planned Preventative Maintenance (PPM) activities are carried out onsite in accordance with schedules and escalate any issues to WEM.
• Manage subcontractors onsite in accordance with the Contractor Management Procedure.
• Raise and track reactive maintenance tasks through the Helpdesk system; following up to ensure timely resolution.
• Support with on-site audits and the closure of audit actions.
• Maintain and regularly update site folders and compliance documentation.
• Ensure any risks identified related to the location are raised to the WEM and captured on the risk register.
• Manage mail and deliveries as required.
• Build positive relationships with service providers and local client teams.
• Act as local QSHE Champion for location(s). Ensure all accidents, incidents and hazard observations are reported and noticeboards are kept up-to-date with relevant information.
• Coordinate communications to building users relating to FM activities and updates.
• Be the visible and approachable “go-to” for all things workplace; embody a concierge-level service mindset.
• Act on customer feedback about the workplace and services.
• Conduct daily walkthroughs of the space to proactively identify issues or improvements.
• Manage visitors and support with site inductions as required.
• Conduct or support QSHE inspections as required, including Monthly Workplace Inspections.