Facilities Assistant – 12 month fixed term

Job number:
UK17780

Company/Division:
Business Support

Career area:
Admin support
Facilities Management

Contract type:
Fixed Term Contract


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About the role

This is an exciting opportunity to be part of the team that manages and improves one of the busiest motorways in Europe – the M25.

We are looking for a Facilities Assistant (FTC 12 moths) to join us to work in South Mimms.

Role Purpose:

  • To Provide Support to the facilities manager in all aspects to facilities and reception and office support.

What you’ll be doing

As a Facilities Assistant you will:

  • Supervise reception and administration for South Mimms, Dartford and Leatherhead, co-ordinating reception staff and weekly workload;
  • Manage Office Supplies and Stationery, Control of Stock, cleaning, kitchen office materials;
  • Carry out Site Audits through the office liaising with onsite staff and working alongside the Facilities managers to help maintain compliance and Health and Safety issues;
  • Ensure that welfare facilities are up to reasonable standards;
  • Manage Office and Depot Visitors Rules. Ensure processes are in place;
  • Assist in Coordinating Fire drills across the network, Fire Marshall Training, ensure evacuations and keeping Fire wardens and first aiders list up to date;
  • DSE assessments to be over seen by the facilities manager, – Ensure that DSE is completed on induction and carried out annually. Ensure standard of furniture and compliant with DSE;
  • First Aid Responsibilities- Ensure kits are within date and compliance with current regulations regarding Personnel and provision of equipment and training;
  • Office Cleaning monitoring and inspections;
  • Ensure Drinking Fountain Water is restocked, and contractors service water machines within contract;
  • Ensure Meeting Rooms are kept serviceable and ready for use;
  • Manage food and beverage orders for offices and meetings;
  • Maintain Office/ Soft service asset inventory;
  • Manage Vending services provided by external contractor;
  • Respond to Dont Walk by and Business implemented by the senior facilities manager;
  • Ensure that weekly water testing temperatures is completed and recorded for audit purposes;
  • Manage Hygiene stocks and availability potentially through a provider Initial;
  • Assist in the provision and management of archive systems;
  • Ensure in coming and external Post services are run efficiently;
  • Plan and execute office move with support from senior Facilities Manager;
  • Allocate workspace for colleagues;
  • Process Hotel / Travel Bookings/Car hiring;
  • Process Meet room Bookings;
  • Be proactive in problem solving, able to determine when to work independently and confidently.

Who we’re looking for

Personal Qualities and Experience:

  • The facilities assistant needs to be able to multitask in changing situations;
  • This will require a working knowledge of Office Services and Routines;
  • Good people skills, and the ability to solve problems quickly and efficiently;

The following Qualities/experience are essential to the role:

  • Building Relationships and networking;
  • Decision Making;
  • Gain information required to meet the role requirements;
  • Teamwork and IT skills;
  • Work without supervision;
  • Ideally hold a qualification facilities /Office Admin.