Facilities Assistant

About the role
The Facilities Assistant provides administration and operational support to ensure the smooth running of office facilities and workplace services. The role helps maintain a safe, efficient, and welcoming environment for employees and visitors.
 Key Responsibilities
 Office Support
Ensure office areas, meeting rooms, kitchens, and communal spaces remain tidy and fully stocked.
Monitor and replenish office supplies, stationery, and consumables.
Organise catering and beverages for service training, customer training and ad hoc lunches when requested.
Ensure training areas and meeting rooms are ready for use.
Attend the social committee monthly meetings and assist with organising employee social events to included charity and Christmas events.
Organise travel requirements for customers.
Handle incoming and outgoing mail.  
Facilities Support
Log facilities requests and coordinate with contractors or service providers.
Assist in monitoring maintenance activities and reporting building issues.
Support office projects/moves, desk setups, and workstation changes.
Carry out routine workplace inspections and report any concerns to Facilities Manager and Facilities Supervisor.
Health & Safety
Set up health and safety on-line training for staff.
Carry out new starter health and safety inductions.
Support health and safety checks across the workplace.
Assist with the first aid facility, carry out and record routine checks on first aid kits, defibrillator and replenish stock.
Report hazards, accidents, and maintenance issues promptly.
Assist with fire safety checks and emergency preparedness activities.
Ensure compliance with workplace policies and procedures.
Administration
Provide administrative support to the Facilities Manager and Facilities Supervisor with photocopying, scanning, laminating, updating noticeboards and any other administrative requirements.
Maintain facilities records, supplier information and documentation.
Research and purchase (via Purchasing Team) office supplies including furniture, equipment, stationery, kitchen equipment, staff beverages as approved by the Facilities Manager.
 
Essential Skills & Experience
Previous experience in an office support, administration, or customer service role.
Ability to learn quickly on the job, with a proactive hands-on approach.
Good organisational and time management skills.
Strong attention to detail and the ability to multitask.
Good communication and interpersonal skills.
Competent user of Microsoft Office applications.

Vision RT is an Equal Opportunity / Affirmative Action employer, all qualified applicants will receive consideration for employment and development without regard to race, colour, religion, sexual orientation, gender, national origin, disability, or protected veteran status.