Facilities Assistant

Facilities Assistant – Thought Machine

Join to apply for the Facilities Assistant role at Thought Machine.

Key Responsibilities

Front of House & Visitor Experience

• Greet all clients and visitors on arrival, ensuring a warm, professional, and memorable experience
• Manage and maintain the visitor log process for all external guests
• Answer the phone promptly and direct calls to the appropriate teams or offices
• Prepare and book meeting rooms for internal and external meetings, ensuring rooms are set up to a high standard

Barista & Hospitality Services

• Prepare and serve high-quality coffee, espresso-based beverages, teas, and refreshments
• Maintain cleanliness and hygiene of the coffee station in line with health and safety standards
• Manage inventory of coffee beans, milk, syrups, cups, and related supplies, raising restocking requests as needed
• Set up and support coffee and refreshment services for meetings, events, and office gatherings

Facilities & Office Operations

• Conduct regular floor walks to identify and resolve issues proactively
• Monitor and manage Facilities tasks and requests via Slack, email, and JIRA
• Raise, track, and manage JIRA tickets, driving issues through to resolution
• Manage and process all deliveries into the building, including IT hardware, marketing materials, and food & beverage orders
• Place and manage food and beverage (F&B) orders to support daily office needs, meetings, conferences, and internal events
• Ensure fridges, snack stations, coffee points, suncream stations, and stationery cupboards are fully stocked
• Organise couriers, post, and travel arrangements for clients and employees when required
• Ad‑hoc project support across facilities and wider people teams

Events, Health & Safety

• Assist with the setup and breakdown of the main events space (Think Tank) and terraces for special events
• Maintain a safe, clean, and healthy work environment in line with company standards and sanitation guidelines
• Support with undertaking DSE assessments for employees. Providing ergonomic desk equipment where necessary

Requirements

Essential

• Strong team focus with an “all hands on deck” approach
• Friendly, outgoing and dedicated to outstanding customer service
• Tidy, self‑disciplined and have excellent time management skills
• Detail‑focused and passionate about product quality
• A positive, can‑do attitude is essential, along with the desire to add value
• Flexible and proactive, taking on a wide range of tasks, going above and beyond
• Excellent verbal, written and interpersonal communication skills
• Experience working in a fast‑paced environment, where processes and the working environment are constantly changing, and shifts may be busy
• Weekday working hours vary, and flexibility to cover hours as required
• May be required to wear a uniform

Desirable

• Experience in the customer service industry (ideally an office environment/catering industry)
• Previous experience as a Barista or in a similar food and beverage role
• Previous experience in an administrative/office support/receptionist role
• Health and safety certifications in first aid and fire safety
• Working knowledge of Google suite

We actively hire candidates who demonstrate technical excellence in their field and welcome people of all ages and backgrounds, providing everyone with equal access to professional development. You are encouraged to apply even if your experience doesn\’t accurately match the job description. We also encourage applications from those with different abilities, including candidates with ADHD, autism, dyslexia or dyspraxia.

Seniority Level

• Entry level

Employment Type

• Full‑time

Job Function

• Management and Manufacturing
• Software Development