Blue Legal Opportunity

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 strong administration skills, archiving, mail room operations, office support services and health & safety administration, while providing excellent internal client service across the business.

The Responsibilities:

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