Facilities Assistant

We are looking for a proactive and adaptable Facilities Assistant to support the smooth operation of our office.

Working closely with the Practice Manager, this hands-on role will require you to "roll up your sleeves"and tackle a variety of tasks to ensure the office runs efficiently—from managing supplies to maintaining a safe and organised workplace. You will play a vital role in ensuring the office environment is well-maintained and fully functional.

This is a fully office-based role and flexibility in working hours is key, as you'll need to be able to work early mornings, evenings, and weekends for building maintenance and other essential tasks. You will also handle confidential information, requiring absolute discretion.

If you're someone who thrives in a dynamic environment and ready to step in wherever needed to keep things running smoothly, we’d love to hear from you!

In this role, you'll:

• Maintain tidy, organised, and safe storage areas, meeting rooms, kitchens, and public spaces, ensuring easy access to necessary items.
• Manage and purchase office supplies (stationery and kitchen items and ensure stock levels are maintained.
• Proactively monitor stock and arrange replenishment from the local council.
• Coordinate shredding services for confidential waste, ensuring compliance with firm policies (includes early morning collections).
• Ensure printers and supplies are always operational.
• Assist the Practice Manager with office moves, furniture removal, file transfers, and coordination of building maintenance and repairs.
• Maintain up-to-date safety equipment, first aid kits, and emergency procedures.
• Oversee rubbish and recycling collections, ensuring they are on schedule.
• Manage archiving processes, including deed audits and accurate record-keeping, ensuring everything is organised and accessible.
• Liaise with the phone company to resolve telephone system issues and ensure proper setup for new joiners and leavers.
• Update and circulate key office documents and IT records (e.g., staff telephone lists, user groups).
• Work with IT and printer providers to resolve technical issues and ensure proper IT setup for new joiners.
• Oversee the storage and availability of IT hardware.
• Manage staff requests for replacement equipment.
• Assist with organising workstation setups, and office events.
• Undertake any other tasks as required to ensure the smooth operation of the workplace.

What We're Looking For:

• A good level of previous office management or facilities experience, with responsibility for managing supplies and coordinating external contractors.
• Strong organisational skills and attention to detail in managing office logistics.
• Proactive and able to work independently, identifying and addressing needs before they arise.
• Manual handling experience, ensuring health and safety compliance for physical tasks.
• Strong communication and relationship-building skills, both internally and with external vendors.
• Ability to handle confidential information with discretion.
• Flexibility to work outside regular hours as needed, including early mornings, evenings and weekends.
• Good IT skills, including the ability to deal with basic IT Trouble shooting, office equipment and printers.
• Full clean driving licence is essential and own car as this role will involve travel to our Lyndhurst Office and any other Scott Bailey sites. 

Hours of Work

·        Full Time: core hours 35 hours per week, 9.00-5.00pm Monday to Friday

·        Overtime working will be required, some early mornings, evenings and weekends.

What we offer:

• Competitive salary
• 34 days holiday per year (including Bank holiday)
• A bonus day off for your birthday
• Free New Forest Parking Clock
• Health Cash Plan
• Company Sick Pay Scheme (after qualifying period)
• Death in Service (3x Salary)
• ‘My Staff Shop’ Discount platform
• Excellent development opportunities

(2023 New Forest Business Partnership Award Winner for Training and Development)

• Social Committee, hosting many great staff social events
• Open and Friendly Culture
• Fabulous Location on Lymington High Street
• Great opportunities to network and support the local community. 

This is a role where you’ll be expected to take initiative and be ready to step in wherever needed to support the smooth running of the office. If you’re hands-on, solution-oriented, and enjoy working in a dynamic environment, we’d love to hear from you!

You'll play a crucial role in creating and maintaining a positive, efficient environment for both our dynamic and growing team and our clients. You’ll be working alongside a friendly and dedicated team, where your efforts are valued, and you'll be an important part of the success of the firm. Join us and help make a difference, ensuring our workplace runs seamlessly for everyone.