Facilities / Office Assistant

About the Role

The Facilities & Office Assistant provides administration and operational support to ensure the smooth running of office facilities and workplace services. The role helps maintain a safe, efficient, and welcoming environment for employees and visitors.

Key Responsibilities

Office Support

• Ensure office areas, meeting rooms, kitchens, and communal spaces remain tidy and fully stocked.
• Monitor and replenish office supplies, stationery, and consumables.
• Set up meeting rooms and prepare facilities for internal and external meetings, to include ordering catering and taxis.
• Handle incoming and outgoing mail, courier services, and deliveries.
• Welcome visitors and support reception cover when required.
• Take ownership of the Company’s Social Committee, planning and delivering social events throughout the year with the support of the social committee.

Facilities Support

• Log facilities requests and coordinate with contractors or service providers.
• Assist in monitoring maintenance activities and reporting building issues.
• Support office moves, desk setups, and workstation changes.
• Carry out routine workplace inspections and report any concerns.
• Assist with inventory management and asset tracking.

Health & Safety

• Support health and safety checks across the workplace.
• Report hazards, accidents, and maintenance issues promptly.
• Assist with fire safety checks and emergency preparedness activities.
• Ensure compliance with workplace policies and procedures.
• Assist with setting up health and safety online training for staff (Basingstoke).
• Carry out new starter health and safety inductions.

Administration

• Maintain facilities records, supplier information, and documentation.
• Process purchase orders, invoices, and other facilities-related paperwork.
• Update facilities trackers and reports.
• Support facilities projects and workplace initiatives as required.

Knowledge, Skills & Experience

Essential

• Previous experience in an office support, facilities, administration, or customer service role.
• Good organisational and time management skills.
• Strong attention to detail.
• Good communication and interpersonal skills.
• Competent user of Microsoft Office applications.

Desirable

• Experience working in a facilities or office environment.
• Knowledge of health and safety processes.
• Experience handling suppliers or contractors.

Key Competencies

• Customer service orientation
• Teamwork and collaboration
• Organisation and prioritisation
• Reliability and accountability
• Attention to detail
• Flexibility and adaptability
• Proactive approach to work

Vision RT is an Equal Opportunity / Affr. Action employer, all qualified applicants will receive consideration for employment and development without regard to race, colour, religion, sexual orientation, gender, national origin, disability, or protected veteran status.

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