Facilities Assistant

About the role:
Provide proactive administrative support to the Facilities Management (FM) department, ensuring high levels of organisation and efficiency across all activities. Reporting to a Facilities Manager, the Facilities Assistant will support the delivery of facilities management services to best practice standards, ensuring compliance with current regulations and legislation across the Estate. They will assist in maintaining high standards of property management and maintenance, working in a structured and organised manner. Under guidance, they will work closely with the Property & Asset Management department to support the needs of both occupiers and the wider Estate.

What you will do:

• Support the FM team in the on-site management of buildings in accordance with HdWE policies, processes, and procedures. Assist in identifying gaps in processes and contribute to improvements to ensure best practices.
• Assist in managing properties within the Estate throughout their lifecycle, prioritising safety, compliance, maintenance, and improvements to create a secure and functional environment for the business, colleagues, tenants, and other stakeholders.
• Help maintain and monitor key operational documents, including O&M manuals, warranties, PPM schedules, and asset registers, ensuring that maintenance is carried out to the required standards.
• Assist, where required, in liaising with occupiers and act as a point of contact for assistance and guidance regarding the day-to-day physical operation of the building(s), supporting the wider business in any occupier-related matters.
• Provide administrative support to the FM team, including preparing company credit card reports, planning and coordinating meetings, raising instructions through Dynamics 365 (D365), and performing related administrative tasks
• Support the FM team in responding to emergencies, including working within HdWE’s out-of-hours cover and escalation process. Ensure adherence to incident reporting protocols.
• Assist in the financial management of the Estate by supporting the preparation and reconciliation of service charge budgets, tracking expenditure, and processing invoices.
• Maintain a strong commitment to health and safety, working closely with the Health and Safety department to ensure compliance with statutory regulations, audits, and inspections. Use D365 to assist in completing actions raised.
• Develop an understanding of lease agreements as they affect the facilities management of the property.
• Collaborate with the Sustainability department to support HdWE's environmental, social, and governance objectives, and assist in sustainability initiatives.
• Assist the FM team in managing service providers across the Estate, ensuring professional service delivery and best value. Support contractor performance monitoring, attend meetings, produce D365 reports, and help address performance issues.
• Assist with the quotation process and minor works, ensuring value for money. Obtain necessary approvals from FMs, Property, or Asset Managers before work is instructed. Ensure work is completed safely, on time, and to the required standard.
• Conduct site visits and property inspections as needed, raising and tracking any identified issues through the app to ensure their timely resolution.
• Assist with the supervision of the in-house operational team, comprising Maintenance Technicians, FOH receptionists, and Cleaners, supporting scheduling, training, and operational requirements as needed.
• Gain proficiency in HdWE systems, including MRI, D365, and M-Files, using reporting functions effectively. Provide administrative support to the FM team through these systems.
• Collaborate with all HdWE departments to ensure effective property management and raise any opportunities for improvement.
• Support HdWE by demonstrating our values, remaining collaborative, supportive, and solution-focused, embracing diversity and inclusion, and respecting others.
• Undertake further role specific training and continued professional development.

What you will need:

• Experience working within a property or facilities environment.
• Strong eagerness to learn and develop knowledge in hard and soft facilities services.
• Basic understanding of health and safety principles (IOSH is an advantage).
• Familiarity with invoicing and financial procedures.
• Proficiency in Microsoft Office, with experience using property management and CRM systems.
• Ability to work proactively, manage multiple tasks.
• Strong verbal and written communication skills.

What we offer you:

• 25 days holiday per year, plus statutory holidays and 3 discretionary days to cover the Christmas office closure.
• Private medical insurance with Bupa.
• Defined contribution pension scheme with 12.5% employer contributions.
• Discretionary bonus.
• Life assurance at 7x salary.
• Group Income Protection Scheme.
• Interest free season ticket loan.
• Employee Assistance Programme (EAP) and wellbeing app “Help@hand”.
• Cycle to work scheme.
• Onsite gym with 7 weekly classes and 2 Wattbikes.
• Regular staff socials and an annual company away day.
• Free fruit and breakfast cereals.
• Hybrid working arrangements – 155 days in the office per year with minimum of 2 days (not fixed) per week in the office.
• Enhanced maternity, paternity and shared parental leave policies (12-month qualifying period).
• Volunteering opportunities aligned with the HdWE Community Investment Programme.