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