Facilities Assistant

Charles Russell Speechlys LLP
7th September 2023
7th October 2023
5 Fleet Place
Job Type
Salary (£)


Role and Responsibilities (this is a broad but not exhaustive list)

  • Support and assist the Facilities Helpdesk and Accounts Manager and the London Facilities Helpdesk service
  • Respond, action and monitor all Facilities Helpdesk enquiries (email, webex messages & calls) and assign tasks to the relevant departments
  • Assist the Facilities Helpdesk and Accounts Manager with internal office moves and associated communications.
  • Setting up furniture configurations of all client meeting rooms
  • Daily up-keep and maintenance of the Facilities Helpdesk inbox and associated folder/filing systems
  • The main contact for London staff regarding faults, failures, spills leaks etc and co-ordinate the right resources to fix and resolve issues.
  • Drafting and completion of Facilities Helpdesk email communications and blogs
  • Liaise with various contractors and suppliers including: Travel insurance brokers, building management, cleaning, M&E and all other FM related service providers/subcontractors.
  • When required liaise with other FM support areas.
  • Daily communication with on-site M&E engineer & other sub-contractors
  • Daily use of working on different systems: BMS, Access door system, M&E portal
  • Manage internal spreadsheets for staff use of facilities such as lockers, parking & occupancy and desk usage
  • Ordering of office supplies such as desk equipment, access passes, stationery and general office supplies. Iiaising with associated suppliers
  • Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed.
  • Maintain the new joiner and leaver process
  • Creating and ordering business cards
  • Provide Office tours to new joiners
  • Processing invoices, creating PO’s and credit card expenses using the firm’s account management software.
  • Involvement in projects, CSR initiatives, and collaborating with other teams & offices within the firm to ensure FM links with larger projects, events and promotions are fulfilled.
  • Updating of the Facilities Intranet Pages, Out of hours guide, Helpdesk guide and useful contacts list and other documents
  • Ensure local security measures are in-line with policies and guidelines.

Qualifications and Experience

  • Experience in a professional services environment is desirable
  • Good systems knowledge with a good knowledge of Microsoft Word, Excel and PowerPoint

Person Specification

  • Reliable, enthusiastic and responsive team player with a passion for helping staff and visitors in using the office’s facilities.
  • Common sense approach
  • Able to communicate, influence and educate staff on best practice use of its facilities
  • Solid organisational, administrative and planning skills with the ability to prioritise and multi-task.
  • Trouble shooting skills and the ability to apply good judgement to situations as they arise.
  • A flexible approach with regard to daily tasks and working hours


  • Planning and organising
  • Attention to detail
  • Communication
  • Team work
  • Delivering results
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