Facilities Assistant

Annual Salary: £26,000 - £29,000
Location: London
Job Type: Full-time

My client are a well-established Law Firm, seeking a Facilities Assistant to support the smooth operation of our London office. This role involves ensuring Health & Safety compliance and supporting the Administrative Manager. The ideal candidate will be responsible for facilities management, administrative tasks, and Health & Safety initiatives, ensuring efficient office operations.

Day-to-day of the role:

Monitor and maintain the yearly planner, ensuring awareness of upcoming deadlines and facilitating related communication.
Regularly review and update the Facilities document suite, including fire wardens and office changes.
Act as a point of contact for on-site maintenance engineers and escort contractors around the premises.
Attend and take minutes at monthly meetings with the building’s landlord and contractor management.
Coordinate department schedules and assist with office moves, maintaining records of leavers and joiners.
Conduct regular office walkarounds to identify issues and escalate them to the Administrative Manager.
Manage the London Office Space map online and maintain local PDF versions and Compass updates.
Diarise and follow up on annual services of various office equipment and ensure timely filing of relevant documentation.
Handle daily administrative tasks such as answering phones, scheduling, organising documents, and updating systems.
Assist with the layout of furniture for events and provide ad hoc support to the facilities team.

Health & Safety Responsibilities:

Update and deliver Health & Safety induction materials for new starters.
Conduct risk assessments annually with all departments to address safety concerns.
Identify and implement cost-saving solutions for ergonomic equipment and maintain the asset register.
Conduct monthly safety walks to identify and mitigate risks.
Maintain compliance transparency on the Compass Intranet site and conduct bi-annual reviews.
Arrange training and maintain records for DSE, first aiders, fire wardens, and manual handling.
Act as Fire Marshall and First Aider, with relevant training provided.

Required Skills & Qualifications:

Proven time management skills and the ability to handle a complex, varied workload.
Calm under pressure with excellent communication and influencing skills.
Analytical and problem-solving abilities with keen attention to detail.
Good knowledge of IT packages and excellent customer service skills.
Experience in an administrative role, preferably within a similar environment.

There is also a strong list of benefits, including but not limited to: Private Health Insurance, Subsidized Gym Membership and more to be discussed.

If interested, please press the 'apply' button to forward your CV for review.

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