Facilities Assistant

Join a team of experts and progressive thinkers

The Facilities Assistant is a key position in providing excellent customer service experience to meet the expectations of all site stakeholders. You will be supporting the team to deliver hard and soft facilities service operations along with all associated administrative support for the aforementioned and Health, Safety, and Environment to Project Management in the Property & Facilities remit.

Main responsibilities

• Administration of the Facilities Mailbox to ensure that customer needs are addressed in a timely manner and the actions assigned to the correct resource within the facilities team and/or service partner and completed.
• Administration of the Homeworking Mailbox and the organising of deliveries/collections of homeworking equipment.
• Administration of the Starters & Leavers system to ensure Facilities supported items are provided and retrieved as required incl. access control cards, personal lockers etc.
• Administration of the Facilities Supplier Invoicing process ensuring invoices are registered, verified, approved by Head of Department or Facilities Manager and sent for processing via Finance in a timely and accurate manner.
• Administration of the Access Control System making agreed changes to access permissions as required in line with company policy.
• Be the department point of contact for reporting and organising of planned and reactive maintenance services as required, requesting support from vendors and issuing appropriate instructions including PO's where necessary.
• Support department contract management by inspecting works and contributing to meetings taking minutes relating to performance against contractor KPI's.
• Actively seek ways to constantly reduce costs while improving operational standards including supporting procurement activities when required.
• Assist in the implementation of industry best practice operations by supporting of continuous improvement of safety, environment, security, business continuity and quality standards of the business by conducting regular checks on department performance deliverables and providing administrative support to evidence compliance on reporting packages.
• Support the planning, implementation and monitoring of disaster recovery and business continuity plans. Following established escalation and incident reporting procedures.
• Adhere to Bevan Brittan's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies

What we are looking for from you

• Self-motivated, confident & energetic
• Flexible - able to adapt to rapidly changing situations
• Goal-oriented - able to focus on meeting all performance targets
• Excellent written and verbal communication skills
• The ability to work independently, think laterally and have an enquiring mind
• Problem-solving skills - capacity to deal with ambiguity and solve complex problems effectively
• The ability to effectively deal with challenging situations
• A proactive & professional approach to customer service

Make a Real Impact

Bevan Brittan is a leading commercial law firm. Alongside our recognised expertise in housing, local government, and health and social care, we are specialists in the construction, energy and resource management, higher education and financial services sectors.

Supported by our valued business services professionals, our award-winning and growing legal teams provide almost 2,000 organisations with commercial, corporate, property, finance, regulatory, employment and litigation (commercial and clinical negligence) legal and advisory services.

As a responsible business, we embrace four values: Relationships, Reputation, Responsible and Results. These give us a sense of purpose. They influence the decisions we make and how we work with each other. Importantly, they motivate us to deliver meaningful outcomes for our clients and the communities that we're part of.

Consistently recognised as one of The Times Best Law Firms and highly ranked across the legal directories, we are proud of our hard-earned reputation. Our 2023/24 financial results confirmed both revenue and profit growth for an eleventh consecutive year, ensuring our ability to continue investing in our people.

Looking to the future, we're targeting ambitious growth and success. And we're looking for the best people to be part of it.

Embracing our differences and valuing inclusion

Our shared aim is that everyone is welcome and can feel comfortable being themselves at Bevan Brittan. To support this, we actively value and promote equality, diversity and inclusion in everything that we do. You'll be empowered and supported through our employee led networks, diverse colleagues, and a broad range of firmwide initiatives.

Recognising the unique contributions that a diverse workforce can bring to our business, we encourage applications from people of all backgrounds. We take great pride in being a Disability Confident Employer. If you need any adjustments throughout the recruitment process or have any questions, please get in touch with our recruitment team by emailing recruitment@bevanbrittan.com