Facilities Assistant

Department: Facilities

Company: Canary Wharf Management Limited

Reporting to: Group Facilities Manager

Job Summary

• Salary: Circa £27,000
• Working Pattern: 5 days per week in office
• Contract: Full-time & Fixed-Term (12-Months)
• Closing Date: 20/02/26 (subject to application numbers)

The Facilities Assistant will be reporting into the Facilities Manager. The main responsibility will be to assist the Facilities team in setting up offices, moving furniture, organising communal CWG areas and distributing post and organising couriers.

Main Responsibilities

• Collection and sorting of incoming mail and distribution to 5th, 30th, 31st and 39th floors of One Canada Square.
• To organise and record all incoming couriers and other deliveries for the UK and overseas.
• Franking of post and packaging of parcels, drawings etc.
• Provision of all in-house bulk copying and binding for Group companies.
• Stock control of stationery, binding materials, copier paper and replenish stationery cupboards where required.
• To co‑ordinate the set up and break down of meeting rooms.
• Ensuring that all deliveries follow the FM procedures.
• Assist with all deliveries relevant to CWG and direct operatives to the correct location for pick up.
• To escort approved suppliers/contractors for works on CWG floors.
• Be fully conversant with the buildings emergency and evacuation procedures.
• Assisting with the moving equipment, boxes or deliveries when necessary.
• To be vigilant and carry out regular safety checks for CWG floors, this includes maintaining the first aid boxes and ensuring they are fully stocked and reporting any issues.
• To assist the Administration in filing, scanning and basic administrative duties.
• Other duties as may be reasonably assigned from time to time by the Group Facilities Manager.

PERSON SPECIFICATION

Essential

• Experience in a front‑line position, dealing with customers.
• Demonstrated ability to communicate in a courteous and professional manner.
• Punctual and responsible attitude.
• A proactive approach to tasks.
• General awareness of health & safety issues.
• A working knowledge of Microsoft Office.

Desirable

• Experience in office moves.
• Understanding inventory management.
• Basic fabric skills.

PERSONAL QUALITIES / ATTRIBUTES

The Post Holder Will

• Be friendly and outgoing, and have excellent personal presentation.
• Have excellent verbal communication skills.
• Be able to deal with people effectively and professionally at all levels.
• Be flexible, enthusiastic, with a can‑do attitude.
• Be able to work as part of a team.
• Show initiative, and the ability to “think ahead” in any given situation.
• Be able to take and follow direction efficiently, often in time‑pressured situations.
• Be able to work towards deadlines.
• Be able to take a proactive approach.
• Have an awareness of the corporate working environment.
• Be flexible with working hours and work weekends when required.

Health Safety And Welfare Responsibilities

All staff are required to fulfil their legal duty to take reasonable care for the health and safety of themselves and others who may be affected by their acts and omissions, and to follow all guidance and instructions given in this respect. Further details regarding Health & Safety responsibilities are set out in the Health & Safety Policy in the Administrative Rules and Procedures, and the Health, Safety & Welfare Manual.

Environmental, Social & Governance (esg) Responsibilities

Recognising the centrality of ESG principles within our organisation, we have developed a comprehensive ESG Strategy. It is imperative that all staff members understand and adopt this strategy into their respective roles. This includes adhering to environmental regulations, minimising waste, supporting nature within our urban environment, and facilitating positive change for those in need within our community and utilising our volunteering.

Quality Management Responsibilities

In line with the latest ISO 9001 requirements and our dedication to quality management, all staff are mandated to comply with system requirements as detailed within the Company Quality Manual & Policies. Additionally, it's vital to ensure the effective implementation of all Procedures, Plans, and Forms within our Electronic Document Management Systems (EDMS) to meet the ISO 9001: Quality Management Standard.

Company Values

• Commit to Excellence: Act with integrity and deliver high performance. Put our customers at the heart of what we do. Resolve issues by providing high quality solutions.
• Foster Collaboration: Find opportunities to collaborate with others across the business to achieve shared goals. Encourage inclusive networks and treat others with respect and fairness. Use knowledge to work effectively with suppliers / contractors to meet shared goals.
• Encourage Engagement: Confident in making decisions appropriate to the role. Learn from mistakes and listen to constructive feedback to improve performance. Prioritise safety and actively support community, wellbeing and sustainability programmes.
• Take Ownership: Take pride in delivering high quality service which exceeds expectations. Committed to opportunities for self‑development. Take responsibility for my own performance and look for ways to improve.
• Embrace Innovation: Embrace change and innovation. Proactively suggest ways to improve our business and encourage others to share ideas. See new challenges as opportunities to deliver effective change.

What We Offer

Diversity and Inclusion: We recognise the importance of embracing diverse experience, skills and perspectives at all levels and operating in an inclusive working environment, in order for everyone to reach their full potential. We also recognise that it makes business sense, since being an inclusive employer leads to better business performance and higher levels of employee engagement and satisfaction. We welcome applicants with diverse backgrounds, perspectives and skills and are committed to fostering a culture whereby everyone can reach their full potential.

Flexible Working: As an inclusive employer, we recognise the positive impact flexible working can have on an individual, their wellbeing, engagement and productivity. Therefore, we are open to consider flexible working arrangements, both temporary or permanent.

Learning and Development: At Canary Wharf Group, our employees receive a wide range of support to help improve their skills and achieve their career goals. We offer development opportunities through classroom and e‑learning training, mentoring, cross department experience and on‑the‑job learning. We heavily invest in our staff attaining accreditations to develop existing and new skills, support chartered status, sponsorships and provide further educational opportunities which are job and business related. We never stand still and continually invest in developing skills and knowledge to ensure individual and company growth.

Other Benefits: We are committed to building a safe, happy and healthy community for our employees and we offer a comprehensive range of benefits, all designed with our employees and their wellbeing in mind. From generous pension and insurance plans, to health benefits, subsidised gym membership, store discounts and family leave, our benefits package allows our employees to choose the benefits that suit them and their individual needs.

If you are interested in joining our highly professional and skilled team for our next exciting phase of development, please complete the form on this page to apply online. Early applications are encouraged as we reserve the right to appoint at any point.