At a Glance
- Tasks: Support daily operations, manage meeting setups, and assist with facilities management.
- Company: Dynamic professional services firm with a collaborative environment.
- Benefits: Flexible hybrid working, competitive salary, and opportunities for growth.
- Other info: Great chance to develop your skills while working in a supportive atmosphere.
- Why this job: Join a vibrant team and make a real difference in office operations.
- Qualifications: Experience in a professional setting and strong organisational skills.
The predicted salary is between 30000 - 40000 £ per year.
The Facilities Assistant plays a key role in supporting the day-to-day operations of the London office, Helpdesk enquiries, administration, supplies and assisting with logging of M&E jobs. Also, assisting the Facilities Manager on a range of projects and working with the wider team.
Roles and Responsibilities:
- Coordinating and delivering the meeting room set up, configuration, and reconfiguration of furniture, other equipment and room layouts for all meeting rooms and external events, ensuring spaces meet the event specifications and provide a high standard of internal and external client experience.
- Proactively planning room and event set ups in advance using the Korbyt room booking system, reviewing bookings in advance and system generated reports to anticipate requirements and ensure timely preparation.
- Liaising closely with the event organisers, concierge, AV, and catering teams to coordinate requirements and ensure all room and event set‑ups are delivered accurately, efficiently, and to the expected standard.
- Support and assist the Facilities Manager and the London Facilities Helpdesk service.
- Respond to, action, and monitor all Facilities Helpdesk enquiries (email, Teams messages, and calls), assigning tasks to relevant departments.
- Daily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log and associated folder/filing systems.
- The main contact for London staff regarding faults, failures, spills leaks etc and co‑ordinate the right resources to fix and resolve issues.
- Drafting and completion of Facilities Helpdesk email communications, intranet news items, and updates on building smart app.
- Liaise with various contractors and suppliers including building management, cleaning, M&E, and all other FM related service providers/subcontractors.
- Collaborate with other FM support areas to ensure tasks are addressed promptly when required.
- Daily communication with on‑site M&E engineer & other sub‑contractors.
- Ensure permits to work are in place for contractors, ensuring compliance with safety protocols and Helpdesk/H&S procedures.
- Daily use of working on different systems: Digital ID, Access control, BMS & M&E portal.
- Manage internal spreadsheets for staff use of facilities such as lockers, parking & occupancy and desk usage.
- Ordering of office supplies such as desk equipment, stationery, new joiner items.
- Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed.
- Maintain and oversee the new joiner and leaver process.
- Creating and ordering business cards.
- Provide Office tours to new joiners.
- At times oversee the use, ordering and authorisation of the stationery ordering system.
- Assigning invoices, creating PO’s and credit card expenses using the firm’s account management software.
- Involvement in projects, initiatives, and collaborating with other teams & offices within the firm to ensure FM links with larger projects, events and promotions are fulfilled.
- Updating of the Facilities Intranet Pages, Out of hours guide, Helpdesk guide and useful contacts list and other documents.
- Ensure security measures are in‑line with policies and guidelines.
- Collaborate with H&S team to ensure that work areas are adhering to the good housekeeping standards.
- Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are met.
Skills and Experience:
- Experience in a professional services environment is desirable.
- Good systems knowledge with a good knowledge of Microsoft Word, Excel and PowerPoint.
Person specification:
- Reliable, enthusiastic, and responsive team player with a passion for assisting staff and visitors in using office facilities.
- Able to communicate, influence and educate staff on best practice use of its facilities.
- Solid organisational, administrative and planning skills with the ability to prioritise and multi‑task.
- Trouble shooting skills and the ability to apply good judgement to situations as they arise.
- A flexible approach with regard to daily tasks and working hours.
- Planning and organising.
- Delivering results.
- Communication.
Hybrid working: We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.
Facilities Assistant in London employer: Charles Russell Speechlys LLP
As a Facilities Assistant in our London office, you will be part of a dynamic team that values collaboration and innovation. We offer a supportive work culture with opportunities for professional growth, ensuring that every employee can thrive in their role. With a hybrid working model and a focus on employee well-being, we provide a rewarding environment where your contributions directly enhance the client experience and office operations.
Contact Details:
Charles Russell Speechlys LLP Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land Facilities Assistant in London
✨Tip Number 1
Get to know the company culture! Before your interview, do a bit of research on the company’s values and work environment. This will help you tailor your responses and show that you’re a great fit for their team.
✨Tip Number 2
Practice makes perfect! Run through common interview questions with a friend or in front of the mirror. This will help you feel more confident and articulate when it’s your turn to shine.
✨Tip Number 3
Show off your skills! Be ready to discuss specific examples from your past experiences that demonstrate your organisational and problem-solving abilities. This is your chance to prove you can handle the day-to-day operations like a pro!
✨Tip Number 4
Don’t forget to follow up! After your interview, send a quick thank-you email to express your appreciation for the opportunity. It’s a nice touch that keeps you fresh in their minds and shows your enthusiasm for the role.
We think you need these skills to ace Facilities Assistant in London
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your relevant experience for the Facilities Assistant role. We want to see how your skills match up with what we're looking for, so don’t hold back on showcasing your strengths!
Show Off Your Organisational Skills:Since this role involves a lot of planning and coordination, give us examples of how you've successfully managed multiple tasks or projects in the past. We love seeing candidates who can juggle responsibilities like pros!
Be Clear and Concise:When writing your application, keep it straightforward and to the point. We appreciate clarity, so make sure your communication is easy to read and understand. Avoid jargon unless it’s relevant to the role!
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to track your application and ensure it gets the attention it deserves. Plus, it’s super easy to do!
How to prepare for a job interview at Charles Russell Speechlys LLP
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the Facilities Assistant role. Familiarise yourself with the key responsibilities, such as managing helpdesk enquiries and coordinating meeting room setups. This will help you demonstrate your knowledge and show that you're genuinely interested in the position.
✨Showcase Your Organisational Skills
Since this role requires solid organisational and planning skills, be prepared to discuss specific examples from your past experiences. Think of times when you successfully managed multiple tasks or coordinated events, and explain how you prioritised and executed them efficiently.
✨Communicate Effectively
As a Facilities Assistant, you'll need to liaise with various teams and contractors. Practice articulating your thoughts clearly and confidently. During the interview, focus on how you can influence and educate staff on best practices for using office facilities, showcasing your communication skills.
✨Demonstrate Flexibility and Problem-Solving
The ability to adapt to changing situations is crucial in this role. Be ready to share examples of how you've handled unexpected challenges in the past. Highlight your troubleshooting skills and how you apply good judgement to resolve issues quickly and effectively.
