Facilities Assistant

Description

• Perform routine workplace audits and record findings in required reporting tool
• Attend daily Operational Team Huddle for task allocation and updates.
• Act as first point of contact for occupants and visitors regarding facilities-related queries.
• Follow established escalation procedures and incident reporting procedures
• Raise purchase requests when minimum stock thresholds are reached.
• Maintain open communication with colleagues, JLL Management, and the Client Team.
• Report hazards or unsafe conditions immediately.
• Support space planning and ensure workplace layouts align with client standards.
• Action or escalate issues via reporting tool
• Review daily Event Schedule and prepare rooms in advance (furniture setup, AV check, supplies).
• Support Event Coordinators in execution, providing hands-on assistance when required.
• Ensure cleanliness, tidiness, and readiness of all shared spaces.
• Maintain furniture inventory records and coordinate repairs/removals.
• Maintain and update all workplace manuals, handbooks, and guidance notes.
• Keep store rooms clean, organized, and compliant with H&S standards.
• Label and track stored items to ensure accessibility and accountability.
• Ensure all work is carried out in line with site safety rules and regulations.
• Replenish supplies across workplace zones.
• Assist FTE with locker access requests and troubleshooting.
• Support emergency procedures (fire drills, evacuation assistance, etc.) when required.
• Achieve Key Performance Indicators and Service Level Agreement targets
• Record and manage lost & found items in accordance with company policy.
• Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
• Monitor stock levels of stationery, consumables, and mail supplies daily.
• Ensure prompt responses from colleagues and service partners when queries are raised.
• Conduct visual and functional inspections of all workplace areas (lobbies, corridors, washrooms, kitchens, meeting rooms, event spaces, etc.).
• Respond with a professional, courteous, and customer-centric approach.
• Attend weekly event setup meetings for forward planning.
• Log and report any defects or missed expectations using required reporting platforms.
• Ensure all tickets are acknowledged, tracked, and closed in a timely manner.
• Provide clear information on building layout, furniture/equipment use, and services.
• Assist in all needed reporting (client and JLL internal)

Requirements

• Excellent organisational and communication skill (both written and oral)
• Problem solving & decision-making skills
• Action approved move/add/change requests.
• Must be fluent in English
• Strong PC literacy and proven ability to manage daily activities using various systems.
• Drive to meet deadlines, manage time effectively and work in a fast-paced environment.
• Knowledge of Facilities Management processes preferable
• Possess cultural awareness and sensitivity
• Organisational skills and the ability to prioritise a busy workload.
• Proven ability to build and maintain strong Client relationships.
• Previous experience of working within a high-profile corporate environment
• Minimum two years’ experience in a similar environment
• Excellent people skills and ability to interact with a wide range of client staff and demands

Benefits

• Post-event, reset spaces to standard configuration.

Training + Development

Interview process

Visa Sponsorship

Security clearance