FACILITIES ASSISTANT JOB DESCRIPTION

Keeping a corporate office safe, compliant, and running smoothly is a hands-on discipline. Permit-to-work obligations, SLA-governed FM helpdesk queues, and health and safety inspection schedules all demand daily attention from someone who owns the physical workspace end to end. The Facilities Assistant is the person on the ground who turns those obligations into action, managing everything from contractor escorts and ergonomic assessments to stock replenishment and conference room readiness. No two days are identical, and the pace rarely slows.

As the Facilities Assistant, you keep the corporate office environment safe, operational, and service-ready by owning the full spectrum of soft and hard FM tasks against agreed service-level agreements. You work within a small FM team reporting to a Facilities Manager or Facilities Coordinator, with scope spanning day-to-day building operations, contractor coordination, and front-of-house support across the site.

Career Impact: Hands-on experience delivering SLA-managed FM services in a corporate environment builds a documented track record that supports progression toward Facilities Coordinator or Facilities Manager roles.

Business Impact: When permit-to-work controls, health and safety inspections, and FM helpdesk response times are managed precisely, the office remains compliant, and its occupants can work without disruption.

Growth Opportunity: Exposure to IWFM-aligned practices, IOSH health and safety frameworks, and CMMS administration expands both the technical depth and the market value of a facilities career.

• Manage the FM helpdesk inbox, assigning and closing work orders within agreed SLA timeframes.
• Conduct daily building walks to identify lighting faults, cleanliness issues, temperature concerns, and health and safety hazards.
• Coordinate and escort contractors on site, verifying permit-to-work documentation before work commences.
• Maintain conference rooms, common areas, and kitchen stations to a consistently high standard of housekeeping and stock.
• Support reception and front-of-house operations, including visitor registration, security pass administration, and meeting room bookings.
• Process incoming and outgoing mail, courier dispatches, and package distribution across the office.
• Raise purchase orders and forward supplier invoices to accounts payable, verifying billing accuracy before submission.
• Assist with employee workspace moves, new-starter set-ups, and desk ergonomic assessments as directed.

• High school diploma or equivalent; additional education in facilities management or a related field is an advantage.
• 1 or more years of facilities, office services, or administrative support experience, with exposure to a professional or corporate workplace.
• Demonstrated ability to manage competing tasks and meet deadlines in a fast-paced, service-focused environment.
• Working knowledge of health and safety requirements, including risk assessment principles and safe working practices.
• Strong written and verbal communication skills, with the ability to liaise clearly with contractors, suppliers, and staff at all levels.
• Physical capability to lift and carry objects up to 50 lbs and stand or walk for extended periods throughout the working day.
• Proficiency in standard office productivity software, including word processing, spreadsheets, and email.

• IOSH Managing Safely certificate or active progress toward an IWFM qualification or equivalent professional FM credential.
• Prior experience administering a CMMS or FM service desk platform, including work order creation and status tracking.
• First aid qualification and fire marshal certification, or willingness to obtain both with employer support.
• Experience coordinating planned preventative maintenance schedules and supporting statutory compliance inspections.

• FM helpdesk response rate, measuring the percentage of work orders acknowledged within SLA target times.
• Work order closure rate per week, tracking how consistently open tickets are resolved without backlog accumulation.
• Building inspection compliance score, reflecting the proportion of scheduled daily and periodic checks completed on time.
• Contractor permit-to-work adherence rate, measuring how reliably documentation is verified before site access is granted.
• Stock replenishment accuracy, tracking instances where kitchen, stationery, or consumable areas fall below agreed par levels.
• Typical tools: FM service desk and CMMS platforms (commonly ServiceNow or similar); office productivity suite (commonly Microsoft 365).

• Base Salary Range: $38,000 to $50,000 per year, depending on experience and location
• Bonus: Discretionary annual bonus; typically 3% to 5% of base salary
• Equity: Not typically offered at this level
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by organisation
• PTO: 10 to 15 days annually, plus public holidays; some roles include sick leave accrual
• Common Perks: On-site presence required; some roles offer shift flexibility, uniform provision, or professional development funding toward FM qualifications

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for this position. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Employment in this role is contingent on successful completion of a background check. Applicants requiring a reasonable accommodation to participate in the hiring process or perform the essential functions of the role are encouraged to make that request at any stage of recruitment.

The Facilities Assistant delivers smooth daily building operations by organising and resolving building issues, replenishing supplies, and supporting event set-up and tear-down across the organisation. Working within the Facilities team and reporting to the Facilities Team Lead, the role ensures consistent health, safety, and customer service standards that keep the workplace fully functional.

Key Responsibilities

• Assist the facilities team in meeting goals and objectives.
• Perform disinfecting and polishing of high-touch surfaces and furniture.
• Maintain cleanliness, organisation, and stocking of assigned areas.
• Replenish fruit, coffee supplies, kitchen products, and snacks.
• Coordinate and assist with special events, including set-up and tear-down.
• Provide support for meetings and conference room reservations as needed.
• Report building or equipment malfunctions to the Facilities Team Lead.
• Assist with moves of furniture and equipment.

Required Qualifications

• High school diploma required.
• 1–2 years of relevant experience, preferably in a service industry or office building.
• Mechanical aptitude, with willingness and ability to undertake minor repairs, furniture fixes, painting, drywall work, and plumbing.
• Ability to lift a minimum of 40 lbs and stand for extended periods.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Strong customer service background and experience.
• Ability to stay organised while managing multiple initiatives in a fast-paced environment.

Embedded within the corporate facilities function, the Facilities Assistant maintains daily operations of the facility by responding to work orders, managing office keys, overseeing conference room scheduling, and supporting staff moves and relocations. Working closely with reception, office, and security teams, this role advances workplace efficiency and service continuity across staff and guest-facing functions.

Core Functions

• Manage office keys and provide lockout assistance to staff.
• Manage and secure parking for staff and guests at parking garages.
• Perform standard ergonomic assessments and procure furniture as appropriate.
• Conduct routine building inspections and generate work orders to resolve issues.
• Conduct occupancy checks and maintain floor plans in facility management software.
• Post notices and building signage for staff.
• Prepare desks for new hires, prepare name cards, and stock the office with basic supplies.
• Oversee scheduling and maintenance of conference rooms, catering centre, and guest offices.
• Provide backup coverage to the receptionist, office assistant, and security team.
• Generate, assign, and respond to work orders in a timely manner.
• Provide move and relocation support for staff.
• Verify all goods and services as billed for payment.
• Coordinate and assist with set-up and tear-down of meetings and events.

Qualifications & Experience

• High school diploma required; college degree preferred.
• 1+ years of experience providing customer service or administrative support.
• Knowledge of facility management software preferred.
• Proficiency in Microsoft Office Suite.
• Ability to regularly lift, hold, and carry objects weighing up to 50 lbs.
• Excellent written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Ability to organise, prioritise, and multi-task effectively.
• Ability to contribute positively as a member of a team.
• Mobility to stand for extended periods, sit, walk, and bend.
• Ability to work overtime as needed.

Reporting to the Facilities Manager, the Facilities Assistant supports all areas of office maintenance and services across a professional environment, covering duties that include stocking and organising supplies, coordinating conference room reservations, and providing receptionist coverage from 4:30 p.m. to 6:00 p.m. Monday through Friday. Partnering with vendors, building staff, and colleagues at all levels, this role sustains a safe, well-functioning office space that supports day-to-day business operations.

Primary Duties

• Stock and organise supplies and equipment.
• Gather, sort, and deliver interoffice mail.
• Assist with shipping and receiving.
• Coordinate conference room reservations.
• Set up and break down conference rooms.
• Interact with and escort vendors.
• Maintain a safe office space.

Skills & Qualifications

• Prior facilities and reception experience in a law firm or other professional environment is a plus.
• Experience working in a fast-paced environment.
• Ability to operate general office equipment and perform general maintenance repairs.
• Ability to lift to 30 lbs and sit or stand for extended periods of time.
• Strong organisational, planning, and time management skills with the ability to prioritise workload effectively.
• Ability to work effectively with people at all levels.
• Reliability, dependability, and strong motivation to respond to requests quickly and efficiently.
• Ability to work additional hours as needed.

Sitting at the intersection of facilities operations and administrative support, the Facilities Assistant delivers a comprehensive facilities service across the site, covering reception duties, maintenance response, security systems management, and health and safety support. Operating across supplier, contractor, and internal stakeholder relationships, this role ensures uninterrupted office services and a compliant, well-managed workplace environment.

Duties

• Perform reception duties, including answering incoming telephone calls and greeting visitors.
• Anticipate and respond to all maintenance queries and repairs.
• Manage security systems and badges.
• Manage car parking requests.
• Assist with document storage in line with corporate procedures.
• Sort, scan, and distribute incoming mail and dispatch outgoing mail.
• Assist with the ordering and distribution of stationery.
• Provide support with health and safety issues.
• Liaise with suppliers, contractors, and facilities management.
• Carry out set facilities project work and ad hoc requests as required.

Requirements

• 1–2 years of clerical experience.
• Excellent MS Office skills.
• Highly organised, with strong attention to detail and the ability to work with minimal supervision.
• Excellent spoken and written English, with the ability to communicate clearly and concisely.
• Proven ability to multi-task effectively and work flexibly in a fast-moving environment.
• Strong interpersonal skills and a collaborative team approach.

A key member of the facilities management team, the Facilities Assistant shapes a safe and operationally effective office environment by undertaking FM operational services, conducting building inspections, responding to helpdesk requests against SLAs, and overseeing contractor permit-to-work arrangements. Collaborating across internal colleagues, the supply chain, and the landlord's estate team, this role ensures the smooth and uninterrupted provision of corporate office services to all business colleagues and guests.

Functions

• Undertake all relevant FM operational services activity.
• Conduct regular building inspections and action daily tasks arising from them, including all meeting rooms and office spaces.
• Respond to and administer all FM helpdesk requests against SLA, prioritising urgent items.
• Maintain all required administrative information, including standard operating documentation.
• Deliver high customer service and customer satisfaction at all times.
• Support hybrid working environments at the corporate office.
• Support and help implement change programmes, such as internal or external moves or introduction of new services or tooling.
• Act as a qualified first aider and support incidents.
• Manage fire evacuation and support fire marshal duties.
• Support external guests and meeting room services, including catering service requirements.
• Oversee and escort contractors, ensuring full permit-to-work arrangements are met.
• Support all waste management services and ensure cleaning operatives deliver agreed services, including daily housekeeping.
• Ensure all meeting rooms are maintained to a high standard of housekeeping at all times.
• Support colleagues with audiovisual or video conference enquiries and report equipment failures to the IT helpdesk.
• Raise purchase orders and administer invoices from FM suppliers, ensuring accuracy of billing and timely processing.
• Support procurement activity and performance management of the supply chain to ensure uninterrupted service level agreements.
• Undertake incoming and outgoing post service activity, all restocking, and portering services as required.
• Maintain familiarity with all FM technology tools and equipment and promote innovation and continuous improvement within the team.
• Produce all management information data requested by FM using available technology tools.
• Work across a range of shifts to support business operational need, including occasional weekend working.
• Liaise with the landlord's estate team on all safety requirements or to escalate helpdesk requests through to completion.
• Operate and follow safe working practices at all times and ensure contractors follow all safety requirements.
• Support health and safety induction arrangements for new colleagues.
• Maintain all required safety qualifications.
• Develop capability to deputise for the FM in incident management support and during emergency or planned absences.
• Communicate activity and share departmental knowledge with other team members to ensure cross-functional working.

Experience & Qualifications

• IOSH Managing Safely certificate.
• Ideally working towards a professional qualification in facilities management such as IWFM or equivalent.
• Demonstrable experience delivering successful facilities management services in a corporate office environment to pre-agreed service level agreements, including performance supervision of FM supply chain.
• Demonstrable understanding of risk assessment and risk management in relation to safe working practices.
• Demonstrable experience delivering high customer service to a wide range of internal and external customers.
• Able to work collaboratively as part of a small, flexible team within an intelligent client FM service model.
• Good stakeholder management skills with appropriate oral and written communication skills.
• Problem-solving skills using a proactive, can-do approach.
• Able to support and manage change confidently, drawing on previous experience in similar workplace environments.
• Organised with the ability to manage time effectively to ensure all planned and unplanned tasks are completed on time.

Workplace continuity and a well-stocked, compliant office environment depend on the Facilities Assistant, who leads day-to-day office operations by managing stationery and catering supplies, coordinating mail, conducting health and safety inspections, and supporting external corporate events. Based within a multilingual office setting and reporting to the Facilities Manager, this role ensures documented, audit-ready facilities services are delivered to agreed standards.

Accountabilities

• Answer the telephone in a professional and timely manner.
• Keep the facilities area neat and ensure client publicity materials on display are current and available.
• Adhere to global security policy, including registering all visitors and contractors onto visitor registration software.
• Arrange taxi bookings for clients and visitors as required.
• Ensure facilities cover and day-to-day responsibilities continue during planned periods of leave, with a detailed handover provided.
• Provide support for external corporate events where feasible.
• Ensure stationery, office supplies, consumables, and catering products are always available.
• Sort and distribute incoming mail and prepare outgoing mail and packages for courier collection.
• Print and bind materials for meetings, outsourcing large volumes through a third-party provider.
• Manage the cleaning provider proactively in line with the cleaning agreement.
• Create and receipt purchase orders and forward invoices to accounts payable for processing.
• Conduct timely and regular workplace and safety inspections in line with health, safety, and environment requirements.
• Ensure strict compliance with health, safety, and environment requirements, reporting any incidents or near misses without delay.
• Complete mandatory inspections and address any non-conformances in a timely manner.
• Update the site operations file regularly to ensure all aspects of the facilities service are documented and current.
• Manage all documents and reporting via the relevant document management system.

Technical Qualifications

• Minimum high school diploma.
• Higher degree an advantage.
• Experience in facilities or property management in a similar role.
• Proficiency in the MS Office suite.
• Fluent in French and English, both verbally and in writing.
• Strong customer service and organisational skills.
• Team player with a collaborative approach.

As the Facilities Assistant, this role coordinates building maintenance, grounds upkeep, and vendor management for a main office complex under the supervision of the Facilities Manager, carrying out general facility repairs, work orders, and conference room setup to keep the property in professional condition. The Facilities team relies on this work to maintain building systems including HVAC and BMS, sustain tenant relations, and ensure the physical property meets company policies, standards, and budget constraints.

Activities

• Maintain the physical property in accordance with policies, standards, and budget constraints.
• Keep property grounds and common areas clean of all trash and debris.
• Handle and perform general facility maintenance and repairs according to assigned work orders and manager instructions.
• Maintain storage supply areas, kitchen, coffee stations, and patio areas.
• Maintain the professional appearance of all conference rooms, office areas, and patio.
• Assist with daily lunch set-up and clean-up.
• Coordinate new and existing employee workspace move-in and move-out with the Facilities Manager.
• Assist with the in-house facilities request ticketing system.
• Maintain attic stock of existing building materials and keep storage areas organised.
• Inspect grounds daily and pick up trash and debris.
• Coordinate with the building engineer for exterior maintenance of building lighting, roofing, windows, landscaping, and other exterior matters.
• Coordinate with hired building vendors, including IT, AV, janitorial, plant, pest control, and other vendors as required.
• Comply with all published policies and procedures for the office property.
• Maintain professional relations with building tenants and guests.
• Monitor and maintain building HVAC and BMS systems as directed, including changing potable water filters and making building keys as required.
• Maintain building security requirements and open and close the office as needed.
• Update and maintain building maintenance records and status board as requested.
• Assist tenants with moving needs, set-ups, and take-downs as directed.

Position Requirements

• High school diploma or GED equivalent.
• HVAC, plumbing, and electrical technician certification desirable.
• Computer experience and facilities ticketing experience preferred.
• Effective written and verbal communication skills in English, including professional email and telephone manner.
• Strong organisational skills and ability to manage multiple tasks with problem-solving ability.
• Reliability, dependability, and flexibility, including on-call rotation and off-hours or weekend work as required.
• Ability to take instructions in English and follow all safety rules.
• Valid driver's licence.
• Physical ability to frequently sit, stand, walk, lift, reach, and carry equipment and materials, including lifting to 50 lbs.

The Facilities Assistant builds and sustains a high-functioning athletic facilities programme by overseeing event and rental management, scheduling intercollegiate team practices, and serving as game and event manager for designated home athletic and non-athletic events at an NCAA-level institution. Success in the position means managing relationships with spectators, vendors, officials, and university partners while directing event staff and ensuring athletic and divisional rules and regulations are consistently upheld.

Operational Focus

• Oversee all camps, clinics, and fundraisers, including scheduling, contracts, and invoices.
• Oversee all aspects of internal and external facility rentals, including revocable permits, staffing, billing, and post-event recaps.
• Manage and organise athletic facility scheduling for intercollegiate team practices, university users, and outside organisations.
• Serve as direct supervisor for event staff, including oversight of advertising, hiring, scheduling, payroll, and evaluation.
• Participate in all aspects of athletic facility, event, and operations logistics, including field and venue preparation, event set-up and tear-down, operating athletic equipment, and preparing for visiting team and official arrival.
• Serve as liaison to spectators, competitors, vendors, and officials.
• Serve as game and event manager for designated home athletic and non-athletic events, post-season competition, and all basketball games.
• Work closely with physical facilities personnel in planning weekly and daily assignments.
• Meet with clients and university officials and submit service requests accordingly.
• Recommend, establish, and coordinate preventative maintenance programmes for athletic facilities.
• Establish and maintain inventory for all athletic facilities and oversee the internal access control system.
• Attend training, safety programmes, and meetings as designated by the supervisor.
• Uphold all applicable athletic, university, and divisional rules and regulations.

Knowledge Skills & Abilities

• Bachelor's degree required.
• At least two years of experience in athletic facility and event management, preferably in NCAA Division 1 athletics or other athletic venues.
• Experience supervising and managing professional staff and event staff.
• Experience working closely with campus or community entities for planning and executing events.
• Knowledge of scheduling software, Microsoft Office, and Google Suite.
• Understanding of athletic games, events, and competitions, including event operations and maintenance equipment, tools, and materials.
• Experience executing contracts, invoices, and budgeting.
• Knowledge of fire and safety regulations.
• Ability to set up, troubleshoot, and operate scoring systems, videoboards, public address, and stereo equipment.
• Excellent verbal and written communication skills.
• Ability to handle multiple tasks, coordinate multiple activities, interpret service requests into work plans, and direct staff effectively.

The Facilities Assistant produces a well-maintained, compliant, and welcoming office environment by supporting stock replenishment, onboarding new starters with office and FM health and safety tours, assisting with offboarding, and participating in group FM improvement and relocation projects. Collaborating with the Facilities Coordinator and working across UK and global office locations, this role supports the organisation's IMS compliance, waste management, and workplace operations to a consistently high standard.

Key Deliverables

• Assist with stock replenishment, including sundries, canteen services, stationery, and cleaning supplies.
• Work alongside the Facilities Coordinator to ensure the office operates and complies with the IMS, focusing on FM health and safety and waste management.
• Ensure the physical aspects and aesthetics of the office are managed and maintained to a high standard.
• Submit office-specific FM invoices and expenses for approval.
• Help set up new workstations and onboard new starters, providing an office tour covering access, security, facilities, and FM health and safety.
• Assist with offboarding team members leaving the business.
• Assist in organising office social events and booking travel and car hire within the UK and globally.
• Participate in group FM improvement and development projects, including office refurbishment and relocation projects.
• Travel to other offices when required for team events or experience.

Professional Experience

• 1+ years of experience working in facilities or office management.
• Fire marshal and first aider training required.
• Good understanding of office operations and FM health and safety.
• Experience and confidence using Word, Excel, Outlook, and Teams, with an understanding of basic office IT services and operations.
• Strong communication skills, both written and spoken, with a collaborative approach to teamwork.
• Ability to manage time, prioritise tasks, and adapt to change.
• Self-motivated with a proactive, hands-on approach and a positive attitude.

Embedded within a service-focused facilities team, the Facilities Assistant develops a positive customer experience by carrying out duties to agreed service standards, supporting newer team members, completing checklists and stock records, and responding promptly and courteously to all customer requests and enquiries. Working closely with supervisors and colleagues across operational functions, this role advances a well-presented, safe, and efficiently run working environment.

Areas of Ownership

• Actively participate in and contribute to team operations, covering duties for colleagues as required.
• Demonstrate tasks to new colleagues and support newer or less experienced team members.
• Carry out duties to agreed service standards in a timely fashion.
• Keep the working area clean and tidy in line with health and safety requirements and report any concerns to the supervisor immediately.
• Create a positive experience for customers by being responsive, prompt, and courteous when handling requests or enquiries.
• Maintain confidentiality at all times in line with relevant policies and guidance.
• Complete checklists, stock records, and similar documents clearly as required.
• Carry out routine tasks and ad hoc instructions from the daily schedule to the required standard.
• Follow standard procedures, training manuals, and guidelines to resolve day-to-day issues, escalating non-standard matters to the supervisor.
• Make suggestions to the supervisor for improved working practices based on experience.
• Understand which tools and equipment should be used for each work task.
• Promote the organisation positively through behaviour and support of wider activities.

Background & Experience

• Experience working in a catering or cleaning environment, including the operation of relevant equipment.
• Demonstrable ability to speak and understand English to follow verbal and written instructions and handle customer queries.
• Well-developed interpersonal skills.
• Demonstrable commitment to excellent customer service.
• Demonstrable ability to work quickly, flexibly, and accurately in a pressured environment.
• Professional and proactive approach, with strong attention to detail.

Reporting to the Building Services Contracts Manager, the Facilities Assistant shapes the operational backbone of the facilities department by managing the CMMS service desk system, coordinating work orders, maintaining administrative policies and central departmental files, and overseeing all outside contractors, including records, contracts, and scheduling. Partnering with contracted vendors, internal staff, and ISO audit processes, this role ensures facilities services are delivered within agreed SLAs and supported by accurate, up-to-date administrative systems.

Role Responsibilities

• Assist the Building Services Contracts Manager in all aspects of project implementation and external contracts as needed.
• Represent the facilities department in meetings to support communication and required actions.
• Coordinate facilities activities, work direction, and support systems.
• Independently maintain and update administrative policies and processes and maintain central departmental files.
• Manage the CMMS service desk system, including receiving work requests, assigning work orders, entering system data, and overall system administration.
• Manage ticketed tasks and ensure completion within agreed SLAs.
• Prepare, coordinate, attend, and document all contractual audits, closing off issues post-audit and identifying corrective actions.
• Train approved users on the service desk tool.
• Create ticket reports on a weekly and monthly basis.
• Provide FM administrative support on key deliverable reports, including maintenance management plans, annual PPM plans, and life cycle and FF&E reports.
• Support ISO audit processes and serve as custodian of standard operating procedures.
• Provide reception and telephone cover on occasion.

Required Qualifications

• Strong administrative experience with good organisational skills.
• Experience working to tight deadlines with the ability to follow standard processes.
• Strong attention to detail with the ability to analyse data.
• Good oral and written communication skills.
• Proficiency in Microsoft Office.
• Self-motivated team player with a flexible approach and good professional presentation.

Sitting at the intersection of facilities coordination and administrative support, the Facilities Assistant manages inventory replenishment across break rooms and conference rooms, oversees maintenance of office equipment, and receives and responds to facilities requests through an online ticketing system. Operating across reception, departmental support, and vendor coordination functions, this role ensures seamless day-to-day office operations and a consistently well-supplied, functional workplace.

Job Functions

• Manage inventory levels and replenish supplies in break rooms, kitchens, copy rooms, and conference rooms.
• Assist with meeting coordination, including room reservations, set-up, catering orders, and supply replenishment.
• Receive and respond to facilities requests through an online ticketing system promptly.
• Oversee maintenance of office equipment, including postage meters, coffee machines, and printers, ensuring proper function and sufficient supplies.
• Serve as primary back-up for the front desk receptionist during meal and rest breaks.
• Support departments without dedicated administrative staff as needed.
• Clean up after lunch meetings and prepare coffee machines daily.
• Check and restock copy stations, kitchens, and the mailroom.
• Work with the receptionist to coordinate coverage.

Qualifications & Experience

• 1 year of experience supporting a fast-paced team, ideally within a facilities department or in an administrative assistant role.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Demonstrated knowledge of meeting coordination, scheduling, and appointment management.
• Proficiency in ordering office supplies and performing general administrative tasks.
• Ability to multitask, handle multiple projects, and use the internet for research.
• Solid computer skills, including word processing, spreadsheets, presentation software, and database systems.
• Strong written, verbal, and interpersonal skills.
• Welcoming and approachable manner when engaging with guests and employees.

A key member of the soft facilities services team, the Facilities Assistant executes general cleaning and tidying of designated facility areas, manages supply stock levels across kitchens and stationery, assists with office moves and refurbishments, and helps set up meetings and events including refreshments and catering. Collaborating with reception and building management staff, this role keeps offices, common areas, and grounds safe, clean, and well-presented at all times.

What You'll Do

• Perform general cleaning and tidying of designated facility areas, including dusting, sweeping, vacuuming, mopping, restroom cleaning, and dishwashing.
• Maintain the cleanliness and orderliness of offices, storage areas, and common areas, including reception, meeting rooms, kitchens, and bathrooms.
• Manage supplies and stock levels for fruit, milk, coffee, stationery, toilets, and other key areas.
• Assist with all soft facilities services and help maintain the safety and security of offices and grounds.
• Assist with building projects, renovations, refurbishments, and moves.
• Prepare coffee machines in the morning for staff.
• Help set up and organise meetings and events, including refreshments and catering.
• Maintain and manage the office recycling and shredding procedure.
• Provide reception cover as required.
• Carry out heavy cleaning tasks, assist with special projects such as office moves, and help set up function rooms for specific events.

Skills & Qualifications

• Proven work experience in a busy office as a facilities assistant or cleaner.
• Knowledge of cleaning chemicals, supplies, and simple building DIY tasks and tools.
• Familiarity with Material Safety Data Sheets.
• Good communication skills with excellent attention to detail.
• Professional mindset with a desire to grow and progress.
• Ability to handle cleaning equipment and machinery.

Day-to-day workplace continuity in a professional services environment depends on the Facilities Assistant, who advances porterage operations, stationery and supply management, parking and security pass coordination, health and safety checks, and invoice processing for supplier payments. Serving as the point of contact for technical faults, maintenance issues, and internal system updates, this role ensures the office operates efficiently, safely, and in compliance with departmental procedures.

Day-to-Day Responsibilities

• Perform office porterage as required, including office and furniture moves, deliveries, document collections, and set-up of seminar and meeting rooms.
• Monitor and maintain stationery stock levels.
• Coordinate on-site parking requests, security passes, and access for staff, clients, and contractors.
• Maintain accurate reporting records and keep the security access system up to date.
• Ensure data is updated on internal systems in line with departmental procedures.
• Carry out periodic health and safety checks, including risk assessments.
• Process and scan incoming and outgoing mail, faxes, and documents for distribution.
• Report and log technical faults and issues relating to office equipment, fixtures, and fittings.
• Carry out housekeeping, general repair, and decoration tasks and tidy common areas.
• Process supplier invoices promptly on receipt for payment approval.

Requirements

• At least two years of experience working in professional services firms, educated to a good standard.
• Proficiency in Microsoft Office Suite, Aderant accounting software, and purchase order systems for invoice processing.
• Excellent interpersonal and organisational skills.
• Ability to work well independently and as part of a team.
• Flexibility and willingness to work outside office hours as required and within the shift rota structure.
• Proactive and responsive approach, with the ability to follow procedures and processes to a high-quality standard.

As the Facilities Assistant, this role shapes a well-organised, welcoming office environment for staff and visitors by opening the office daily, monitoring the visitor management system, setting up meeting rooms per calendar bookings, and facilitating themed and seasonal catered events with creative food and beverage options. The workplace team relies on this work to maintain high standards of cleanliness, provisioning, and presentation across the Perth office complex at all times.

Scope of Work

• Open the office upon arrival and ensure the visitor management system is operational daily.
• Monitor the system to ensure all visitors and contractors are permitted to work on site and have correctly signed in.
• Monitor and maintain office, visitor, and scheduled maintenance work calendars.
• Professionally greet staff, contractors, and visitors and offer refreshments.
• Set up meeting rooms and facilities for use as per calendar bookings.
• Ensure the office is kept clean, well presented, and fully provisioned at all times.
• Maintain stock levels for staff amenities and process orders efficiently.
• Facilitate themed and seasonal events by decorating the office and providing creative food and beverage options to suit the occasion and cater to dietary requirements.
• Work with the Office Manager to plan themed catered events.

Experience & Qualifications

• Similar prior experience in a fast-paced facilities or catering role.
• Food handling certificate or strong knowledge of safe food handling procedures.
• First aid and fire warden qualification desirable; training to be provided.
• Ability to multitask effectively and work independently.
• Self-motivated with a proactive approach.

Multi-facility sanitation standards and operational efficiency depend on the Facilities Assistant, who refines building condition records, schedules vendor management, and ensures exceptionally clean conditions across 24-hour facilities, including walk-ins, refrigeration, HVAC, and plumbing in compliance with state and federal regulations. Based within a warehouse and housekeeping environment and reporting to the Facilities Manager, this role sustains safe, well-maintained operations across all assigned building systems.

Work Activities

• Maintain accurate records of the condition of all facilities in the building.
• Handle weekly administrative duties, including scheduling, inventory, and vendor management.
• Ensure efficiency and good working conditions of multiple 24-hour facilities, including walk-ins, refrigeration, HVAC, plumbing, cleaning services, and off-site storage.
• Administer security passes.
• Guarantee exceptionally clean and sanitary conditions in accordance with state and federal regulations.

Technical Qualifications

• High school diploma or equivalent preferred.
• OSHA certification required.
• 2+ years of experience as a housekeeping, facilities, or custodial supervisor or manager.
• Bilingual in English and Spanish.
• Excellent time management, communication, and problem-solving skills.
• Ability to lift to 50 lbs and exert well-paced mobility for 8 hours, including standing, walking, bending, and squatting.
• Ability to withstand extreme temperatures for extended periods.
• Availability to work on-site with a flexible schedule, including evenings, weekends, and holidays.

The Facilities Assistant creates responsive, well-coordinated daily building operations by acting as the point of contact for the facilities helpdesk, conducting daily office walks to identify equipment and safety issues, administering security passes, and providing reception cover during lunchtimes and busy periods. Reporting to the facilities function and collaborating with front of house, courier services, and senior management, this role ensures all incoming post, parcels, and deliveries are accurately distributed and that showrooms and exhibitions are properly set up.

Performance Expectations

• Act as the point of contact for the facilities helpdesk and manage daily enquiries sent to the facilities inbox.
• Conduct daily office walks to identify faulty lights, equipment issues, cleanliness concerns, temperature problems, and health and safety issues.
• Work with front of house to ensure floors are clear of boxes and keep the vault area tidy.
• Assist other staff with tasks such as rail and VM fixture management and set-up of showrooms and exhibitions.
• Ensure all incoming post and parcels are distributed to colleagues.
• Organise and process all DHL, UPS, and courier deliveries for dispatch.
• Provide reception cover during lunchtimes, sickness, holidays, and busy periods, including answering the phone, directing calls, greeting guests, and booking meeting rooms.

Position Requirements

• Two years of facilities administration experience preferred.
• Good Microsoft Office skills, including Outlook, Excel, and Word.
• Working knowledge of health and safety, advantageous but not essential.
• Good interpersonal and communication skills with suppliers and senior management.
• Highly organised, with the ability to prioritise tasks and meet tight deadlines.
• Flexible approach to work.

The Facilities Assistant coordinates maintenance, procurement, and logistics support across a field-based operations setting, overseeing mechanical equipment upkeep, warehouse receipt and dispatch, generator maintenance, and the procurement process in collaboration with the Logistics Officer. Working closely with the storekeeper, warehouse teams, and the Logistics Officer, this role ensures logistical procedures are correctly applied and continuously improved to support uninterrupted base operations.

Technical Responsibilities

• Oversee the maintenance and repair of mechanical equipment.
• Assist the Logistics Officer with the receipt, storage, accounting, and reporting of all items received, dispatched, and stored in the warehouse in collaboration with the storekeeper.
• Prepare and supervise loading and offloading, ensuring all documents are duly filled and signed when required.
• Ensure maintenance of generators and monitor the generator log sheet.
• Participate in the procurement process for requested items with validation from the Logistics Officer.
• Assist in monitoring the application of logistics procedures on base.
• Participate in defining and improving logistical procedures.

Knowledge Skills & Abilities

• Bachelor's degree with professional experience in logistics and procurement, plus an NYSC Completion Certificate.
• At least 2 years of proven experience in logistics management.
• Technical skills in the maintenance of electrical and mechanical equipment.
• Knowledge of fire and health and safety guidelines.
• Skills in routine facility inspection and reporting.
• IT literate with proficiency in Excel.
• Strong verbal and written communication skills with good interpersonal skills.
• Previous experience working with a local or international NGO preferred.
• Highly motivated and flexible.

Reporting to the chief engineer, the Facilities Assistant executes daily building maintenance operations, including plumbing, electrical, HVAC, carpentry, and common area cleaning across a multi-use facility. Partnering with on-site contracted workers under the chief engineer's supervision, this role ensures building systems are consistently maintained, safety regulations are followed, and the workplace remains fully operational year-round.

Core Responsibilities

• Assist in and conduct the daily operations and maintenance of building systems, including plumbing, electrical, HVAC, and general maintenance.
• Apply carpentry skills and assist on varying construction projects.
• Clean common areas and workspaces, including restrooms and the maintenance garage, as needed.
• Assist the chief engineer with supervising on-site contracted work.
• Follow safety regulations and procedures, including safe operation of vehicles and machinery.

Professional Experience

• High school diploma or GED required.
• Broad experience of general maintenance techniques and repair work.
• Proficiency in operating hand tools, power tools, and commercial machinery.
• Ability to meet deadlines, prioritise assignments, and handle multiple tasks simultaneously.
• Ability to document work and be trained on new equipment.
• Ability to work outdoors year-round.
• Good problem-solving skills with the ability to work independently and as part of a team.
• Basic written and verbal communication skills.