Facilities Assistant

Blue Legal are pleased to present an opportunity to join a leading professional services firm as a Facilities Assistant. This role will support the day-to-day delivery of facilities services across multiple office locations, ensuring operational requirements are met efficiently and to a high standard. The successful candidate will assist with have strong administartion skills, archiving, mail room operations, office support services and health & safety administration, while providing excellent internal client service across the business.

The Responsibilities:

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• Provided comprehensive administrative support to the Facilities team, ensuring the smooth day-to-day running of office operations across multiple locations.
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• Coordinated facilities requests, logging, tracking and following up on maintenance issues and service requests to ensure timely resolution.
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• Managed office administration, including archiving, document management, filing and maintaining accurate facilities records.
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• Coordinated incoming and outgoing mail, courier services and deliveries, ensuring items were processed efficiently and securely.
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• Scheduled contractor visits, planned preventative maintenance (PPM) appointments and reactive works, maintaining accurate records and compliance documentation.
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• Maintained facilities databases, spreadsheets and management information (MI) reports, ensuring data accuracy and providing regular updates to management.
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• Assisted with health and safety administration, including maintaining compliance records, audit documentation, risk assessments and statutory certification.
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• Raised purchase orders, processed invoices and monitored supplier documentation, supporting budget control and financial administration.
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• Liaised with internal departments, external contractors and service providers, ensuring effective communication and excellent customer service.
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• Supported office moves, meeting room coordination and general workplace logistics to ensure business operations ran efficiently.
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• Prioritised multiple administrative tasks within a fast-paced environment, consistently meeting deadlines while maintaining exceptional attention to detail.
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• Built strong working relationships with colleagues and stakeholders, providing a professional, proactive and customer-focused administrative service.
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The Candidate:

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• The ideal candidate will possess strong organisational and administrative skills, excellent attention to detail and the ability to manage multiple priorities effectively. Previous facilities experience would be advantageous; however, it is not essential, as full training will be provided for the right individual with the right attitude and transferable administrative skills.
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• Previous experience within a customer service or office-based environment, ideally with exposure to facilities, archiving or post room services.
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