Owen Reed is looking for a Facilities Assistant for a top law firm in Oxford.
Working Arrangement: Full-time, office-based (with occasional travel to other offices).
The Opportunity
An excellent opportunity has arisen for a Facilities Assistant to join a leading law firm in Oxford. This Facilities Assistant role is a key operational position responsible for ensuring the smooth day-to‑day running of facilities services across the office, with a strong focus on archiving, mailroom operations and workplace support.
As a Facilities Assistant, you will support the Facilities Supervisor in delivering high standards across the office environment, including health & safety processes, records management, maintenance coordination and general facilities duties. This Facilities Assistant position is ideal for someone who enjoys a varied, hands‑on role in a professional services environment.
Key Responsibilities
Facilities & Office Support
- Cover daily mailroom duties as a Facilities Assistant.
- Provide reprographics support across all departments.
- Assist internal clients with stationery and general office requests.
- Manage storerooms, kitchen areas and recycling processes.
- Oversee cleaning standards and report issues to the Facilities Supervisor.
Archiving & Records Management
- Scan, archive and update wills, deeds and probate files as a Facilities Assistant.
- Maintain accurate records using computerised databases.
- Support the storage, retrieval and organisation of legal documents.
- Ensure all file management processes are completed accurately and securely.
Maintenance & Operations
- Report, monitor and respond to building faults and breakdowns.
- Arrange maintenance and repair services and escale issues where required.
- Assist with office moves and workspace changes within agreed timeframes.
- Support general operational maintenance tasks across the office.
Procurement & Supplies
- Order stationery, consumables and office supplies.
- Support procurement of general goods and services across RWK Goodman offices.
- Monitor stock levels and ensure timely replenishment.
Health & Safety & Compliance
- Support the Facilities Supervisor with health & safety requirements.
- Carry out new starter inductions and maintain accurate records.
- Ensure compliance with workplace safety procedures and policies.
Multi-Office Support
- Provide cover and support across other offices when required.
- Travel to other office locations as needed to support operational needs.
Skills & Experience
The successful Facilities Assistant will have:
- Previous experience in facilities, office support or customer service.
- Strong organisational and prioritisation skills.
- Good working knowledge of Microsoft Office (Word, Excel).
- Experience with archiving and mail/post room operations (essential).
- Ability to work in a busy, multi‑tasking environment.
- Strong communication and customer service skills.
- A proactive, reliable and hands‑on approach.
- Previous experience in a legal or professional services environment (desirable).
- Minimum 5 GCSEs including English and Maths.
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