Facilities & Hospitality Assistant

About WME

WME is the world’s preeminent talent agency.

With over 125 years of experience, WME enables artists, athletes and brands to grow their businesses, leverage the full potential of their intellectual property, and bring projects to life that define the cultural landscape.

WME’s expertise spans books, comedy, digital media, fashion, film, food, licensing, music, sports, television, theatre, and more.

Headquartered in Beverly Hills, WME’s office locations include Australia, Chicago, China, London, Miami, Nashville, and New York.

WME is part of WME Group, a global network of businesses that represent the world’s leading talent, intellectual property and brands.

For more information, please visit www. wmeagency. com.

About You

You’ll thrive in this role if you're proactive, organised and enjoy creating a great experience for others.

Whether you've gained experience in hospitality, workplace services or facilities, you'll take pride in keeping a busy office running smoothly and delivering exceptional service to employees and visitors alike.

This is an excellent opportunity to gain hands‑on experience in the inner workings of a globally recognised entertainment agency.

Working closely with the Facilities Manager and Business Operations team, you'll develop a strong understanding of how a fast‑paced office operates, learning the mechanics behind workplace services, hospitality and facilities management while building valuable skills across multiple areas of office operations.

Key Responsibilities

• Create a welcoming and well‑presented office environment by ensuring tea, coffee, water, snacks and kitchen supplies are replenished throughout the day, while maintaining food hygiene and fridge safety standards.
• Manage office stock levels, including stationery, refreshments and workplace essentials, carrying out regular stocktakes and placing orders as required.
• Oversee the day‑to‑day operation of the mailroom, including sorting and distributing incoming post, preparing and franking outgoing mail, and coordinating courier and bike courier collections, including international shipments.
• Carry out daily facilities walkarounds to identify maintenance issues, health and safety concerns, and opportunities to improve the workplace, following up to ensure issues are resolved.
• Monitor and respond to the facilities inbox, resolving queries where possible and escalating issues appropriately.
• Support the Facilities Manager with the coordination of contractors, including welcoming visitors to site, managing access and ensuring work is carried out safely.
• Provide reception cover as required, including daily lunchtime cover, greeting visitors, managing the visitor registration system and delivering an excellent front‑of‑house experience.
• Maintain a high level of discretion and professionalism when handling confidential information, visitors, deliveries and day‑to‑day office operations.
• Prepare meeting rooms for meetings, events and workshops by setting up furniture, AV equipment, refreshments and catering, ensuring spaces are ready for use and cleared afterwards.
• Support the smooth running of the office through general facilities duties, including waste management, recycling initiatives and maintaining shared spaces to a high standard.
• Assist with access control administration, including arranging building passes, managing keys and supporting visitor security procedures.
• Promote a safe working environment by monitoring fire exits, signage and hazards, supporting emergency procedures and participating in health and safety initiatives and training.
• Maintain accurate records of maintenance requests, repairs, compliance checks and other facilities‑related activities.
• Provide administrative and practical support to facilities projects and workplace improvements led by the Facilities Manager.
• Work collaboratively across the Hospitality, Reception and Facilities functions to ensure an exceptional workplace experience for employees and visitors.
• Undertake any other duties within the scope of the role that support the efficient, safe and effective running of the office.
• What We’re Looking For
• Strong organisational skills with an ability to prioritise tasks efficiently.
• A proactive, solution‑focused attitude and attention to detail.
• Good communication skills with a professional and approachable manner.
• Competency in Microsoft Office and general IT systems.
• Basic understanding of health and safety, especially regarding food safety, emergency procedures, and contractor protocols.
• Ability to work collaboratively within a team and follow direction.
• Commitment to confidentiality and discretion.
• Previous experience in a hospitality or customer service role.
• Some background in facilities management or interest in developing FM skills.
• First Aid and Fire Warden training, or a willingness to undertake training provided by WME.
• The Hiring Process
• Virtual interview – 30 mins with Recruitment Manager. This will consist of set questions based on soft and practical skills
• 2nd stage interview – in person/virtual with HR Manager and Facilities Manager
• 3rd stage interview – in person with Facilities Manager and Facilities Director EMEA

Note that this is a full‑time, permanent position, hours 8:30am – 5:00pm, Monday to Friday, office‑based.

WME is an equal opportunity employer and encourages applications from qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, or religion or belief.

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