We are looking for a proactive and organised Facilities Assistant to support the day-to-day running of our facilities function across multiple office locations. The successful candidate will assist with the storage, maintenance and archiving of deeds, wills and probate files using a computerised database system, while also supporting health and safety compliance, new starter inductions and general office services.
This is a varied, hands-on role requiring excellent organisational skills, a customer-focused approach and the flexibility to provide cover at other office locations when required.
Key Responsibilities
* Scan, archive and maintain deeds, wills, probate files and other documentation using a computerised records management system.
* Provide daily mailroom support, ensuring the efficient handling of incoming and outgoing post.
* Respond to internal requests for stationery and general office supplies.
* Provide reprographics and document production support across departments.
* Order and maintain stock levels of stationery, consumables and office supplies.
* Investigate reported faults and maintenance issues, arranging repairs with contractors and escalating where appropriate.
* Monitor cleaning standards and report any issues requiring attention.
* Support the procurement of office consumables, equipment and general facilities services.
* Assist with office moves and workspace changes within agreed timescales.
* Manage storerooms, recycling and waste disposal, and maintain kitchen areas to a high standard.
* Deliver health and safety inductions for new starters and maintain accurate records.
* Travel to other office locations to provide facilities support and cover as required.
Skills and Experience
* Good all-round administration experience or previous archiving and records management experience will be considered.
* Previous experience within a facilities, office support, customer service or administrative environment.
* Experience of mailroom or post room duties is desirable.
* Experience within a legal or professional services environment is advantageous but not essential.
* Proficient in Microsoft Office, including Word and Excel.
* Strong organisational skills with the ability to prioritise a varied workload.
* Excellent communication and customer service skills.
* A proactive, reliable and flexible approach to work.
* GCSEs (or equivalent), including English and Mathematics, are desirable
Salary description
£28000.00 - £28000.00 per year