Facilities & Operations Assistant

Who you are

• Previous administrative experience, ideally within Facilities Management, Operations or a similar environment
• Good understanding of facilities administration and operational processes
• Experience supporting financial administration, including purchase orders and invoice processing
• Strong organisational skills with the ability to handle multiple priorities and meet deadlines
• Excellent attention to detail and a proactive approach to problem-solving
• Strong IT skills, particularly Google Workspace
• Excellent communication and partner management skills with a customer-focused approach
• Ability to work collaboratively across multiple teams and build effective working relationships
• Takes ownership, uses initiative and enjoys improving processes
• Flexible and adaptable, with the ability to respond to changing business priorities
• IOSH Working Safely qualification
• Previous experience working within a Facilities Management function
• Experience supporting facilities or workplace projects

What the job involves

• We're looking for a proactive and highly organised Facilities & Operations Assistant to support the day-to-day operations of our London Facilities team. Reporting to the Global Facilities Director, you'll play a key role in ensuring the smooth running of facilities administration, financial processes and operational coordination across the London office
• This is a varied role that combines facilities administration, supplier management, financial support and project coordination. You'll work closely with colleagues across Facilities, Finance, FT People, Health & Safety and external contractors, helping to deliver an excellent workplace experience while supporting operational efficiency
• Provide administrative support across the London Facilities team, including Soft Services, Hard Services and Facilities Projects
• Handle the Facilities Helpdesk, coordinating with suppliers to ensure requests are completed efficiently and to agreed service levels
• Support the onboarding of new Facilities suppliers and contractors
• Handle the purchase order process, including raising POs, obtaining approvals and receipting invoices
• Produce management information, reports and analysis to support operational decision-making
• Coordinate the Facilities meeting calendar and organise team meetings, including preparing agendas and taking minutes
• Plan and coordinate Facilities team events and activities
• Support the onboarding and offboarding process for Facilities team members, including ID card requests and inductions
• Act as a key liaison with Finance, FT People, Health & Safety and other internal partners to ensure compliance with company processes
• Provide programme administration support for Facilities projects
• Maintain the Facilities intranet pages, ensuring documentation, policies and guidance remain accurate and up to date
• Provide general administrative support and assist with ad hoc operational projects as required

Benefits

• A range of training courses as well as confidential career coaching and mentoring
• Flexibility - working from home, job sharing, compressed weeks, and flexible working hours
• Enhanced parental leave, flexible leave allowance and paid volunteer leave
• Pension contribution
• Local health coverage plans
• Gym memberships and healthcare schemes, professional counselling sessions, 24-hour employee wellbeing helpline, weekly meditation classes
• Financial wellbeing products and services