Facilities & Operations Assistant

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We believe in the power of unique perspectives and want all voices in our organisation to be heard respected and valued. A supportive workplace is one where employees feel they can be themselves and operate to their full potential. We are committed to removing barriers for everyone with a focus on addressing those faced by underrepresented groups.

Were looking for a proactive and highly organised Facilities & Operations Assistant to support the day-to-day operations of our London Facilities team. Reporting to the Global Facilities Director youll play a key role in ensuring the smooth running of facilities administration financial processes and operational coordination across the London office.

This is a varied role that combines facilities administration supplier management financial support and project coordination. Youll work closely with colleagues across Facilities Finance FT People Health & Safety and external contractors helping to deliver an excellent workplace experience while supporting operational efficiency.

• Provide administrative support across the London Facilities team including Soft Services Hard Services and Facilities Projects.
• Handle the Facilities Helpdesk coordinating with suppliers to ensure requests are completed efficiently and to agreed service levels.
• Support the onboarding of new Facilities suppliers and contractors.
• Handle the purchase order process including raising POs obtaining approvals and receipting invoices.
• Produce management information reports and analysis to support operational decision-making.
• Coordinate the Facilities meeting calendar and organise team meetings including preparing agendas and taking minutes.
• Plan and coordinate Facilities team events and activities.
• Support the onboarding and offboarding process for Facilities team members including ID card requests and inductions.
• Act as a key liaison with Finance FT People Health & Safety and other internal partners to ensure compliance with company processes.
• Provide programme administration support for Facilities projects.
• Maintain the Facilities intranet pages ensuring documentation policies and guidance remain accurate and up to date.
• Provide general administrative support and assist with ad hoc operational projects as required.

• Previous administrative experience ideally within Facilities Management Operations or a similar environment.
• Good understanding of facilities administration and operational processes.
• Experience supporting financial administration including purchase orders and invoice processing.
• Strong organisational skills with the ability to handle multiple priorities and meet deadlines.
• Excellent attention to detail and a proactive approach to problem-solving.
• Strong IT skills particularly Google Workspace.
• Excellent communication and partner management skills with a customer-focused approach.
• Ability to work collaboratively across multiple teams and build effective working relationships.
• Takes ownership uses initiative and enjoys improving processes.
• Flexible and adaptable with the ability to respond to changing business priorities.

• IOSH Working Safely qualification.
• Previous experience working within a Facilities Management function.
• Experience supporting facilities or workplace projects.

Our benefits vary by location but we are committed to providing best-in-class perks across all our offices. These include generous annual leave medical cover inclusive parental leave packages subsidised gym memberships and opportunities to give back to the community. Full details of our benefits are available here: role is primarily office-based and requires attendance in our London office four days per week. There may be flexibility to work remotely on Fridays subject to business needs and manager approval. We are open to considering other flexible working requests where operationally feasible.

We are a disability confident employer and Valuable 500 signatory.

Please let us know if you require any reasonable adjustments/personalisation as part of the application process or to enable you to attend an interview. If you would like to discuss your requirements or have any questions email and a member of our team will be happy to help.

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Candidates should be aware that the use of AI throughout the application process may be monitored to ensure a fair and transparent hiring process for all.

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