Facilities Assistant

FACILITIES ASSISTANT

Are you eager to kickstart a career in facilities management with a hands-on role? Our Facilities Assistant role offers a fantastic opportunity for individuals eager to embark on a career in this dynamic field. With a focus on managing facilities across our diverse portfolio of workspace properties in London, this role provides an excellent foundation for learning and growth. Collaborating closely with our Property Manager, you'll play a pivotal role in maintaining our properties, engaging with tenants and contractors, and ensuring the smooth operation of our spaces. If you're enthusiastic about making an impact and gaining hands-on experience in facilities management, this could be the ideal role for you. Would someone with practical skills.

What you will be doing in the role -

● Completing simple maintenance and DIY tasks, as required, e.g. painting and minor repairs.

● Working on location on average 90% of the week, responding to the demands of multiple projects.

● Problem solving issues yourself, calling in specialist contractors when necessary.

● Attend regular visits to your allocated sites, document site visits, recording issues and resolving problems as required.

● Undertake routine inspections of the sites, and compliance checks including weekly fire testing, monthly emergency lighting testing and twice-yearly fire evacuations.

● Responsible for scheduling reactive and planned maintenance tasks with contractors, including obtaining quotes, tracking the progress of works and following up to ensure high standards are met. Including research for new services and appliances to facilitate operations.

● Liaising with colleagues in the Operations & Workspace Teams to maintain safe sites for tenants.

● Providing administrative support to the Property Manager by way of generating and preparing documents as and when required.

● Ensuring all correspondence, complaints & enquiries are addressed and filed in a timely manner.

● Compliance – Uploading and tracking compliance documents for each property you manage on an internal compliance system.

● Check & upload authorised invoices from external partners (e.g. suppliers, insurance agents)

● Ensure a high level of personalised customer service is always received by way of telephone and email correspondence.

● Regularly ordering general suppliers, cleaning materials, supplies and managing cleaning contractors

● Liaising with suppliers to process orders, coordinating deliveries, and scheduling accordingly.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation, in line with the vision, mission and values of Meanwhile Space.