What Does A Facilities Assistant Do?

WHAT DOES A FACILITIES ASSISTANT DO?

Published: Jul 7, 2025 - The Facilities Assistant supports office operations by gathering and managing facility-related data across multiple locations, researching vendors, and coordinating maintenance and service activities. This role involves facilitating communication between internal teams, external suppliers, and stakeholders, while also scheduling access for installations, overseeing events, and assisting with tender document preparation. The assistant also maintains accurate records of office locations, updates supplier details, and ensures preventive and cyclical maintenance is logged and tracked.

A Review of Professional Skills and Functions for Facilities Assistant

1. Facilities Assistant Role Purpose

EHS Compliance: Ensure site EHS policies are adhered to and that all members of the team adopt safe working practices
Cleaning Oversight: Overall coverage of the Site cleaning regime, ensuring all areas are maintained to a high level of hygiene
Facility Repair: Assess, fix, and support Facilities in site repairs in line with the onsite (MCC) Maintenance Control Centre
Planned Maintenance: Conduct planned maintenance across the site and equipment in line with the schedule, and follow up with corrective actions
Compliance Checks: Undertake periodical compliance checks, including emergency lights, fire alarms, and racking
Breakdown Management: Manage and resolve breakdowns, such as utilities, fire alarms, and Warehouse equipment
Improvement Planning: Plan and deliver minor improvement works
Continuous Improvement: Drive positive change and continuous improvement
Fire Safety: Take responsibility for the fire marshal
Issue Escalation: Problem resolution and escalation
Team Collaboration: Work effectively as a member of a team in a busy environment
Effective Communication: Communicate effectively with staff, visitors, and contractors at all levels

2. Facilities Assistant General Responsibilities

Cleanliness Inspection: Daily walk around to ensure all routes, especially visitor routes, are clean and tidy
Room Maintenance: General upkeep of meeting rooms pre- and post-meetings
Room Setup: First point of contact for the set up of rooms, including extra equipment, furniture, PPE, etc
Parking Management: Visitor parking management
Area Tidiness: Ensure the area is kept clean and tidy at all times
Supply Replenishment: Replenish stocks of all supplies, empty dishwashers, etc
Print Room Support: Restock the print rooms with paper/cartridges
Desk Policy Enforcement: Ensure the clear-desk policy is adhered to, working with relevant staff members to clear items
Recycling Management: Be responsible for the recycling of Paper and cans/bottles bins, and the management of Confidential paper (collected and returned to facilities)
Desk Assignment: Check everyone on-site is booked in and seated at the correct desk, and help staff find their allocated desk
PPE Management: Ensure sanitizing stations are fully stocked and manage PPE stock levels
Compliance Monitoring: Ensure staff are compliant with guidance and adhering to the measures put in place, i.e., wearing a mask, use of meeting rooms/collaboration spaces, etc.
Sanitization Duty: Sanitise high-touch points regularly
Staff Support: Act as a friendly go-to person for any questions or issues
Protocol Reporting: Flag and report any areas of concern and lapses in protocol to HR/WM/SM

3. Facilities Assistant Key Accountabilities

Mail Delivery: Deliver mail and parcels across the Campus
Mail Sorting: Sort mail for delivery and collection, franking, and entering deliveries on the mail logistics system
Meeting Setup: Set up of furniture and resources to support meetings
Service Response: Respond to service requests
Room Readiness: Ensure operational readiness of meeting rooms
Stockroom Maintenance: Ensure that stockrooms are kept organized and tidy, assisting with stationery and other inventory stock checks
Internal Communication: Generate and deliver brilliant and engaging communications through all the channels available (Intranet, Google Currents, Email)
Notice Board Management: Ensure all of the relevant notice boards are up-to-date, displaying relevant information whilst meeting the legal obligations
Building Inspection: Assist in the inspection and compliance measurement of the Campus buildings, ensuring the premises are being kept in good shape and reporting faulty equipment
Site Monitoring: Take an interest in those working or visiting the site, ensuring security, safety, and compliance of all buildings and spaces, reporting issues to support improvement
Fire Safety Support: Act as an assistant to the Lead Fire Marshal during drills and evacuations
Business Recovery: Play a vital role in the recovery of the business in case of service failure or other situations, assisting in recovering the campus

4. Facilities Assistant Roles and Details

Floor Maintenance: Maintain assigned floors to a Class A Standard by conducting walkthroughs, issuing tickets, along with follow-up for completion
Staff Support: Utilize leave-behind cards and ensure that on-site and remote staff needs are being addressed promptly by FM, property management and vendors
Help Desk Assistance: Provide support as scheduled by FM and Senior FM to Facilities Help Desk, Reception, and Conference Services
Process Compliance: Follow FM processes and procedures while manning phones, greeting guests, dispatching work tickets through FMS, booking meetings, visitor/telework offices in EMS and addressing walk-up customers
Production Backup: Act as backup to the production staff
Copy Services: Provide customer service for copy/production requests to include proposals, posters, flyers, and document scanning
Document Preparation: Prepare finished materials to include binding, 3-hole punching, GBC binding, velo binding and lamination services
Material Delivery: Support from the initial request and producing the materials on the production center copy equipment through prompt delivery
Pantry Maintenance: Maintain and inventory kitchen/pantry areas to include replenishing carbon dioxide fountain drink tanks, changing syrup containers, replenishing coffee machines, and cleaning and restocking supplies
Facilities Administration: Provide support in the areas of requisition requests, invoice reconciliation, vendor oversight and other duties related to the appearance, functionality, and life/safety readiness of AIR offices
System Utilization: Utilize the Footprints system as the Facilities’ exclusive O&M communications tool, ensure data integrity through floor walks, reporting, and weekly meetings with Managers and Systems Administrator
Work Tracking: Track all work according to standard process and procedure and to meet tracking, reporting and service level goals
Service Logging: Review service requests, complete work, log, track and perform data entry tasks in a timely and accurate manner

5. Facilities Assistant Responsibilities and Key Tasks

System Monitoring: Undertake routine and ad hoc monitoring and testing of systems and equipment
Compliance Maintenance: Maintain Building compliance requirements
Incident Response: Participate in recovery plans following an incident, accident or major damage internally and externally
Weather Response: Participate in adverse weather regimes
Consumable Management: Maintain appropriate levels of consumables for the people and visitors to the hubs, taking deliveries, and storing consumables appropriately
Visitor Assistance: Greet and assist visitors to the hubs
Mail Handling: Post-in and Post-out duties
Safety Compliance: Support, contribute, and comply with the Health and Safety Policy and Practices
Inventory Management: Manage multiple coffee bar food and beverage offerings, ensuring proper quality and quantity of inventory
Equipment Maintenance: Conduct daily maintenance and equipment service
Work Order Coordination: Coordinate work orders and tasks associated with the delivery and display of goods
Event Support: Respond to additional requests centered around event preparation or general office management, special requests
Reception Backup: Provide backup assistance for front desk reception for breaks and in the event of an absence

6. Facilities Assistant Duties and Roles

Emergency Response: Prioritize and respond to emergent situations, analyze and take appropriate action, which may include outsourcing the work, and maintain and efficiently respond to tickets
Audit Inspection: Perform audits and inspections at the direction of the Facilities Management Team
Housekeeping Support: Perform basic housekeeping and yard maintenance
Mail Coverage: Assist in covering mail, shipping, and receiving areas during a staff shortage, including the collection and distribution of agency mail, all interoffice mail, the stamping and coding of all outgoing agency mail
Meeting Setup: Assist in setting up meetings according to the meeting organizer’s request
Needs Analysis: Analyze building needs and recommend solutions within financial constraints
Repair Work: Be responsible for building repairs, including carpentry work and repair, changing light fixtures and ballasts, minor HVAC repairs, minor plumbing repairs, roof inspections, prep and paint walls, and major plumbing and roofing repairs
Contractor Supervision: Supervise external contractors during capital improvements
Work Inspection: Checks completed work by vendors and contractors

7. Facilities Assistant Roles and Responsibilities

Quality Standards Implementation: Implement PRM facility quality standards and work according to maintenance and repair best practices to resolve issues and minimize potential problems
Facility Request Response: Promptly and professionally respond to all facility requests through clear communication and effective task management
Job Training Support: Provide Facility Team Service program participants (6-month, 40-hour vocational training program) with job readiness training and a structured job-like experience
Volunteer Coordination: Partner with the facility site lead and the volunteer department to provide engaging volunteer service activities whenever possible
Contractor Management: Ensure excellent project completion by cultivating relationships with contractors and vendors and maintaining consistency in communication, expectations, and professionalism
General Maintenance: Perform duties that fall into a variety of light commercial and residential trades, including carpentry, painting, plumbing, electrical, mechanical, energy management, fire and life safety security
Facility Cleaning: Clean site facilities that are under the control of the cleaning specification
Parking Support: Assist in the provision of a courteous and efficient car parking service
Parking Patrol: Patrol designated car parking areas and check that cars have valid tickets, and ensure vehicles are parked safely and that pedestrian routes are clear

8. Facilities Assistant Essential Functions

Planned Maintenance: Undertake routine planned maintenance tasks as allocated by the manager, and fully complete all associated documentation related to the tasks
Safety Awareness: Understand safe working practices and work within the requirements of Spire Healthcare operational policies
Trade Support: Demonstrate flexibility and cooperation in carrying out work associated with the various tradesmen, e.g., electricians and fitters
Cross-Trade Learning: Learn minor work in other trades, and carry out any reasonable request about the service
Engineering Assistance: Assist the engineering team
Equipment Repair: Repair to beds, chairs, and lockers
Waste Handling: Collect and prepare for the disposal of waste
Grounds Maintenance: Assist in the upkeep of grounds and gardens
Fire Alarm Testing: Assist with testing of the hospital fire alarm system
Fixture Maintenance: Change light bulbs and ensure other fixtures and fittings are in good working order
Minor Repairs: Minor plumbing and carpentry
Filter Replacement: Change filters on air conditioning systems

9. Facilities Assistant Additional Details

Post Handling: Assist with post room duties such as deliveries, recorded post, franking and sorting post
Goods Shipping: Assist with the import/export of goods, both UK and international
Supply Management: Manage the internal office supplies such as stationery, print room supplies
Office Relocation: Assist with office relocations
Helpdesk Administration: Administer and resolve issues that appear in the facilities helpdesk
Consumables Monitoring: Monitor stock levels of consumables for conference rooms and employee kitchens
Access Control: Issue new entry tags and assist with all helpdesk requests
Contractor Management: Manage Contractor Portals and insurance documentation
Reception Coverage: Cover for reception, including additional hours to cover any absences
Invoice Logging: Assist with the invoice process in terms of logging invoices into AX
Spreadsheet Maintenance: Maintain spreadsheets for facilities H&S, Finance, and tenant usage

10. Facilities Assistant Roles

Facility Maintenance: Responsible for day-to-day facility maintenance and cleaning
Structural Maintenance: Responsible for the maintenance of structural surfaces
General Repairs: Assist with general maintenance, to include painting and other light construction duties
Furniture Setup: Participate in the installation and maintenance of furnishings
Project Support: Responsible for various building projects
Renovation Assistance: Participate in any reconstruction or renovation
Fire Safety Support: Assist the Fire and Safety program
Meeting Setup: Arrange for meeting setup and refreshments
Work Order Response: Respond to regular non-emergency maintenance work orders
Event Setup: Special event set-up and break-down
HVAC Support: Help maintain ventilation, heating, and air conditioning systems used in school facilities

11. Facilities Assistant Tasks

Security Monitoring: Provide a security presence at the front desk, monitoring users entering and leaving the Library, ensuring Library policies are adhered to
Visitor Assistance: Respond to everyday inquiries, e.g., location of rooms, referring to others
Supply Distribution: Distribute stationery and other supplies, moving books, shelving, furniture and equipment within and around the Main Library, Argyle House and IS sites
Recycling Duties: Participate in the recycling of materials, collection and disposal of recyclable materials from the Main Library, Argyle House and local IS sites
Contractor Escorting: Accompany contractors in secure areas whilst in the Main Library, Argyle House and other IS sites
Room Preparation: Prepare rooms for meetings and seminars, according to predefined plans
Basic Maintenance: Basic maintenance tasks, e.g., to Library/Argyle House trollies, putting up frames for notices, ensuring facilities information notices are current
Shelving Setup: Take responsibility for erecting and dismantling shelving
Furniture Moving: Move books, shelving, furniture, and other equipment
Headcount Recording: Undertake headcounts throughout the Main Library, recording these counts and exit counts on a pre-set Excel spreadsheet
Mail Handling: Receipt and sorting of internal and external mail and courier deliveries, receipt and sorting of mail from other University sites
Mail Delivery: Deliver such mail and packages throughout the Library, Argyle House and other local IS sites
Item Collection: Collect from locations throughout the Library, Argyle House and other local IS sites

12. Facilities Assistant Details and Accountabilities

Mail Processing: Sort and frank outgoing mail
Book Packaging: Arrange and package books to be sent on loan to other Libraries, this may include international postage/courier
Delivery Acceptance: Acceptance of deliveries of materials, furniture, computers, etc.
Manual Handling: Daily manual handling activities are associated with this role in line with the collection/delivery of materials
Staff Record Maintenance: Ensure that the master spreadsheet of staff in the Main Library and Argyle House is kept up to date
Item Distribution: On a rota basis, distributing books and other items to IS sites throughout the University
Delivery Planning: Plan ad-hoc uplifts and deliveries
Stock Organization: Receive and sign for deliveries, unpack and organize all goods on shelves, marked and labeled appropriately
Goods Tracking: Record goods in and out on either a manual or automated system
Store Room Maintenance: Ensure the Store Room is kept clean and tidy and free from obstructions
Delivery Communication: Communicate with departments regarding deliveries and collections
Internal Delivery: Collect any deliveries from Main Reception and deliver to the named addressee promptly
Library Access Management: Open the Main Library in the mornings, occasionally clear and close the Main Library building at night

13. Facilities Assistant Overview

Safety Monitoring: Undertake regular monitoring of floors to ensure the safety and well-being of building users
CCTV Review: Occasional playback of CCTV footage, in the event of a Security Incident
Security Liaison: Liaising with University Security in the event of any incidents
Emergency Response: React and assist in the event of incidents and emergencies, e.g., floods, emergency evacuation of buildings, operation of the emergency Evacuation Lift, supervision of emergency exits
Fire Compliance: Participate in compliance activities such as fire drills and fire alarm testing across all IS sites
Reception Duties: Occasional reception duties, verifying credentials of student, non-student, or staff users
Identity Verification: Using Front Office or Thank Q databases to verify student or alumni details
Badge Issuance: Issue Visitor Badges and Day Passes
Inquiry Response: Respond to everyday inquiries (e.g., location of photocopiers or toilets)
Task Scheduling: Work with limited supervision, planning and organizing the scheduling of ad-hoc collections and deliveries

14. Facilities Assistant Job Description

Store Room Staffing: Working at Argyle House, ensure that the Store Room is staffed during office hours, as staffing allows
Constant Communication: Ensuring communication is available at all times
Mail Scheduling: Working within the confines of the role, scheduling their time to ensure both incoming and outgoing mail is dealt with promptly
Fault Reporting: Identifying and reporting on building faults, plus security, health, and safety concerns within both the Library and at Argyle House through the EBIS system
Admissions Procedure: Following the Main Library’s admissions procedures
Policy Awareness: Ensuring building users are aware of the policies and procedures of the Main Library and Argyle House
Incident Support: Supporting security personnel and/or emergency services personnel who have been called to an incident by staff or students
Problem Resolution: Taking remedial action for routine problems, e.g., cordoning off entrance gates in the event of mechanical failures, bringing any recurring issues to the attention of the Senior Facilities Assistant or Building and Services Manager
Inquiry Management: Making decisions about how to deal with a range of inquiries or problems that arise in their normal delivery of services
Issue Escalation: Deciding when to escalate issues within the department

15. Facilities Assistant Functions

Information Gathering: Gathers and collates facilities-related information on Westland branches and corporate offices
Vendor Research: Seeks out trades/vendors and suppliers
Supplier Identification: Research and identify trades and suppliers in all regions
Event Coordination: Creates, schedules, and oversees events such as changing service providers, once approved by the Facilities Manager
Data Management: Creates and maintains new and existing spreadsheets/smart sheets
Client Communication: Communicates various events or tasks to internal and external clients via phone or email
Access Coordination: Coordinates and supports access for installations or service calls such as security, water filtration, shred services, janitorial, etc.
Tender Preparation: Assists in creating tender documents/scope of work for small projects or initiatives
Maintenance Scheduling: Coordinates and records preventative and cyclical maintenance such as mechanical, landscaping, snow removal, water filter changes, fire safety, etc.
Stakeholder Liaison: Contacts and liaises between landlords, property managers, and subtenants to address complaints or repairs
Location Updates: Updates individual office location data as locations close or new locations are added, including updating addresses, contact information, trades and suppliers, floor plans, permits, etc.

16. Facilities Assistant Accountabilities

Customer Liaison: Act as the customer point-of-contact for all in-house facilities and other workplace matters, from building and asset maintenance (hard FM) to cleaning, post, and safety checks scheduling (soft FM)
Relationship Building: Build strong relationships with the customers
Request Handling: Liaise with the customers to take care of their day-to-day requests
Facility Expertise: Provide facilities management expertise and practical solutions
Compliance Checks: Carry out statutory and other in-house checks
Project Oversight: Organise and oversee projects (especially repairs and maintenance projects)
Contractor Coordination: Help to manage specialist contractors and other FM staff (maintenance workers, cleaners, etc.)
Logistics Support: Assist in other areas such as logistics, compliance, health and safety, HR, and training
Supply Stocking: Receive paper and office supply deliveries and stock supply rooms
Maintenance Response: Respond to general maintenance requests and alert the Facilities Manager of any urgent issues
Basic Repairs: Perform basic maintenance tasks, such as changing light bulbs, adjusting light fixtures, etc
Staff Communication: Communicate with internal staff and assist with special projects

17. Facilities Assistant Job Summary

Safety Checks: Ensure Health and Safety, fire alarm testing
Supply Ordering: Organise and order supplies
Waste Management: Litter picking, waste disposal, and maintaining campus standards
DIY Support: Complete basic DIY tasks, support daily operations
Compliance Monitoring: Complete various daily compliance checks
Issue Reporting: Highlight any issues requiring maintenance or repairs from a tradesman
Service Assistance: Assist with any building services, e.g., Security, Health and Safety and Maintenance services
Facility Updates: Update the business on any facility changes
Maintenance Planning: Work with the facilities manager to establish maintenance priorities and procure materials to complete them
Project Reporting: Provide regular updates to the facilities manager regarding the status of projects
Emergency Response: Respond to maintenance emergencies, including after-hours and overtime
Property Maintenance: Assist with general property maintenance tasks

18. Facilities Assistant Responsibilities

Professional Conduct: Respond promptly to all requirements and carry out duties in a professional and courteous manner
Maintenance Execution: Carry out basic maintenance and PPM throughout the Buildings, reporting problems found to the Facilities Manager
Task Completion: Carry out and complete any allocated requests within the set time frames
Quality Assurance: Ensure quality standards are being met by both internal and external trades
Area Management: Ensure areas are kept clear of any obstructive and unnecessary material
Calendar Updates: Update and contribute to the PPM Calendar to ensure legislative compliance
Invoice Follow-up: Chase outstanding invoices for outstanding work and ensure invoice details are correct
Contractor Coordination: Chase contractor updates/quotations and updates the Facilities Manager
Policy Adherence: Adhere to all company policies, procedures, site rules, and regulations
Safety Compliance: Comply with all company procedures relating to Health and Safety and safe working practices
Training Participation: Attend training sessions

19. Facilities Assistant Details

Fire Procedures: Following procedures for various initiatives, including fire prevention
Safety Checks: Carrying out various checks relating to fire and security of the building
Post Distribution: Sorting the post out and distributing
Data Entry: Keeping an accurate record, along with entering accurate data onto the computer
Area Safety: Keeping the area safe
Health Awareness: Having knowledge and awareness of Health and Safety
Issue Reporting: Making sure any abnormalities are reported, following the guidelines that are in place
Decorating Tasks: Working to an agreed schedule of decorating and repairs, carrying out work to a high standard
Area Preparation: Cleaning and preparing the areas with the following required policies and procedures, e.g., health and safety, infection prevention and control, etc.
Paperwork Completion: Completing any paperwork correctly and on time
Team Support: Providing general assistance and support as part of the team

20. Facilities Assistant Duties

Event Booking: Coordinates booking contracts for all events ‘in-house’ and ‘off-site’ with clients via telephone, email, and in-person using the electronic booking system, and develops Party CAD event layouts
Space Scheduling: Books campus rooms/spaces, A/V equipment, Food and Wine Science and Greenhouse tours, FMS requests, and other related operational needs
Client Coordination: Works with clients to coordinate posting of all event details on contracts, with all updates communicated to the service and production teams
Marketing Support: Expedites tasks for department marketing support, including special event requests, ordering of flyers, cards, menu shells, provides regular website updates to Marketing for Facilities and Events website, and other marketing requests
Accounting Allocation: Compiles and ensures all bookings and dining room accounts are accurately designated to the accounting chart fields according to college accounting systems, as well as invoicing weekly
Invoice Follow-Up: Follows up on overdue invoice payments and provides regular catering revenue projections for the Manager of Ancillary Services
Document Management: Composes and distributes all catering event forms, client invoices, catering contracts, and correspondence for all parties
Report Generation: Initiates and distributes all reports and documents related to the Facilities and Events operation
Locker Administration: Assigns lockers and administers the college’s student locker management system

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