Facilities Assistant

As Facilities Assistant, you will play a vital role in maintaining the professional image and operational efficiency of William Reed. Working closely with the Facilities Manager, you’ll be integral to our office operations, especially during a critical time as we move our head office from Gatwick to Brighton. You will provide support across operations, maintenance, as well as reception and administrative activities.

Your impact will be contributing directly to creating a positive, safe, and welcoming workplace for employees and visitors.

This is a 6-month fixed term contract and will be based full-time (Monday-Friday) in our Gatwick office until our move to Brighton in Spring 2027. The role requires some occasional flexibility to travel to our Brighton and London offices to provide cover.

• Resolving day-to-day facilities and maintenance enquiries from staff, including identifying, resolving and escalating maintenance issues appropriately (training provided)
• Ensuring the Facilities Office is continuously manned and secure during operational hours
• Supporting the Facilities Manager to maintain compliance with health and safety legislation through regular checks and reporting
• Covering reception and responding to staff and visitors with facilities-related queries and requests in a timely manner
• Providing porterage services, including moving furniture and equipment when required
• Performing regular statutory and infrastructure checks, including the plant room, with accurate record keeping
• Supporting security measures to protect property and ensure staff safety, including issuing, cancelling and managing door access passes
• Handing post room operations, including organising incoming and outgoing mail, and managing courier receipts and dispatches efficiently
• Assisting with contractor management, including health and safety inductions and supervision
• Managing waste and recycling streams in line with organisational and regulatory requirements
• Participating in the on-call emergency response rota and travelling to our London and Brighton office as required to provide cover (travel to other UK offices can be expensed)

• Proven experience in a customer-facing role, preferably within facilities management
• Excellent verbal and written communication and interpersonal skills
• Solid administrative skills with excellent attention to detail
• Confident computer skills, particularly in Microsoft Office (Word, Excel, Outlook, etc.)
• Proactive approach with the ability to work independently, prioritise tasks, adapt to changing requirements, and identify appropriate solutions, as well as knowing when to escalate
• Dependable and reliable team player who can work effectively under pressure in time-sensitive situations
• Willingness to address minor maintenance issues, organise room set-ups, move equipment and assist in event delivery preparations
• Willingness to travel to UK based offices in Brighton and London and able to join the rotating emergency on-call rota during evenings and weekends
• Knowledge of health and safety regulations within a workplace environment would be advantageous

• Generous annual leave –25 days plus standard England and Wales bank holidays for full-time employees (pro-rated)
• Christmas office closure – Enjoy additional paid leave between Christmas Day and New Year's Day to cover discretionary office closure days
• Holiday purchase scheme – Buy up to three additional days' annual leave each year and spread the cost over up to six months
• MeDay – Take an additional paid day off to celebrate your birthday, a cultural or religious event, or another occasion that is meaningful to you
• Volunteering day – One paid day each year to support a charity, community group or cause close to your heart
• Enhanced pension contributions – Benefit from employer pension contributions above the statutory minimum
• Life assurance – Providing financial protection and peace of mind for you and your loved ones
• Group Income Protection – Financial support if you're unable to work due to long-term illness or injury
• Family-friendly policies – Enhanced pay entitlements to support you and your family during important life events
• Health and wellbeing support, including:
  • Healthcare cash plan
  • Employee Assistance Programme (EAP)
  • Virtual GP service
  • Health and wellbeing resources and tools
• Commitment to Equity, Diversity and Inclusion – Supported by employee-led networks, with a culture where everyone feels welcome and valued. We are proud to be a Disability Confident Committed employer