PURPOSE OF THE ROLE

We are seeking a proactive and highly organised Assistant Facilities Manager to support the day-to-day operations of our facility. This hybrid role is ideal for someone with a strong background in facilities support, office administration, and event coordination. The successful candidate will provide hands-on facilities assistance and administrative support to the Building Manager, while also offering administrative support to the Events Manager to ensure the smooth delivery of internal and external events
This is a dynamic and varied position requiring a flexible individual who can manage multiple responsibilities, communicate effectively with stakeholders at all levels, and contribute to the efficient running of our workplace environment. The ideal candidate will have excellent organisational skills, a practical, solutions-focused approach, and the ability to work independently as well as part of a team.

KEY RESPONSIBILITIES

• Report directly to the Building Manager, supporting day-to-day facilities operations.
• Act as the first point of contact for contractors and service providers on-site.
• Schedule, coordinate, and confirm routine maintenance and emergency repairs.
• Track the status of ongoing maintenance or service requests and update relevant stakeholders.
• Conduct daily building and operational checks; document findings and escalate issues as needed.
• Ensure all logs, inspection reports, and compliance records are accurately maintained and up to date.
• Monitor supplies and equipment levels; place orders or escalate procurement needs.
• Maintain and update systems such as Datastation, Elogs
• Support with administrative tasks.
• Support with internal communication; Yammer, updating online records such as the client handbook.
• Maintain internal calendars for facilities operations and key building-related activities.
• Draft and circulate notices for maintenance work, disruptions, or building-wide communications.
• Provide administrative support to the Events Manager before, during, and after events.
• Coordinate with facilities teams and contractors for event setup and breakdown.
• Assist in preparing event documentation (e.g., schedules, logistics plans, signage, guest lists).
• Ensure event spaces are prepared and maintained to high standards.
• Track event-related service requests or issues and follow up on resolutions.
• Occasionally support out-of-hours events with setup coordination or onsite presence.
• Provide cross-functional administrative assistance to both the Building and Events Managers.
• Serve as a point of contact for staff queries related to facilities, meeting rooms, and basic event logistics.
• Carry out any other reasonable tasks or duties as requested by the Building or Events Manager to support the smooth operation of the facility.