Facilities Assistant

Overview

The Facilities Assistant provides day‑to‑day facilities support, helping maintain a safe and efficient office environment. 

The role contributes to a sustainable workplace that aligns with organisational objectives by coordinating building operations, supporting maintenance programmes, and managing external suppliers and contractors. In addition, the Facilities Assistant ensures compliance with all relevant Health & Safety and environmental standards, fostering a well‑managed and productive environment for all staff

Key Accountabilities and main responsibilities

Strategic Focus 

• Assist with measures and procedures that enable an effective blended working environment.
• Provide support to the Facilities Team and the wider business.
• Support the delivery of Facilities Management (FM) projects, ensuring deadlines and budgets are met.
• Contribute to sustainability initiatives, including energy efficiency, waste reduction, and green building practices.
• Ensure properties remain compliant with all relevant health, safety, and environmental regulations.

Operational Management 

• Supervise daytime cleaning staff and other contractors.
• Welcome visitors and clients, issue passes, maintain visitor logs, and accompany guests onsite when required.
• Monitor and report site energy usage in line with sustainability requirements.
• Manage lockers, onsite storage, and archiving processes (recording, retrieval, and return of boxes).
• Oversee coffee machines and associated equipment, reporting defects as necessary.
• Maintain staff welfare supplies (tea, coffee, milk, first aid), restocking and reordering as required.
• Replenish stationery and printer consumables, conduct stock checks, and reorder as needed.
• Monitor and record Facilities expenditure.
• Manage meeting rooms, including AV equipment checks, room setup, and catering/refreshments.
• Manage vendor relationships, ensuring records and service agreements are maintained.
• Handle mail distribution, logging, and courier arrangements.

People Leadership 

• Work with business leaders to ensure facilities support and initiatives are driving employee experience, employee well-being and productivity. 
• Promote safety awareness and sustainable practices. 
• To commit to own personal development.

Governance & Risk 

• Provide Facilities and Health & Safety support to other EMEA offices as required.
• Conduct DSE risk assessments and implement reasonable adjustments.
• Act as Fire Warden and First Aider.
• Report and investigate incidents, near misses, and hazards; complete monthly inspections and first aid checks.
• Ensure compliance with Health & Safety and regulatory policies, recording maintenance/servicing requirements and following up on actions.
• Support proactive risk management, including security audits, risk assessments, and statutory compliance (CCTV, access control).
• Adhere to MUFG Pension & Market Services policies and procedures.
• Ensure compliance of statutory health, safety and environmental regulations for EMEA. 
• Ensure legislative and audit requirements are met on site. 

The above list of key accountabilities is not an exhaustive list and may change from time-to-time based on business needs.

Experience & Personal Attributes

• Minimum 3-5 years’ experience in the Facilities Management sector.
• Ability to communicate with team members, senior management, other members of staff and visitors at all levels.
• Ability to manage time, prioritise and plan work.
• Attention to detail 
• An ability to adapt to frequently and rapidly changing situations and priorities.
• Knowledge of local legislation relevant to the position, particularly with regard to Workplace Health and Safety 
• Good verbal and written skills 
• A strong customer service ethic.
• First Aider, Fire Warden and DSE Assessor experience desirable  

Benefits:

26 days annual leave, plus a well-being day, a volunteer day, bank holidays and the opportunity to buy up to 5 days’ extra each year
Health, well-being and lifestyle rewards that can be tailored to support you and your family.  Everything from: Employee Assistance Programme; Discounts on retail and socialising; Travel and technology; cycle2work scheme; A host of gym and fitness subscriptions

Appreciate programme: Employee recognition programme
Company Pension Scheme
Life Assurance
Medical Insurance

What you need:

As with any role, we want to find the right person and we want to make sure you know it’s the right role for you too.  

You also need:
To be an enthusiastic go-getter 
An understanding that there are repetitive tasks within a role, but with the enthusiasm to undertake anything that is assigned to you, so you’ll be a realist
An enquiring and inquisitive mind, an individual who can question processes and ask how we can make things more streamlined
Passion, energy and overall, an eager team player who can work under direction as well as motivate themselves to work on their own
Excellent attention to detail, aligned with planning and organisational skills
Exceptional listening skills with the ability to take on board feedback and training from a well-established team, growing and learning from the feedback
Excellent verbal and written communication skills with an ability to build and maintain relationships at all levels
Microsoft Office competency, particularly using Excel.  This should be clearly identified through either using it as part of your course or having taken external training modules

                                                                                                                    About Us

MUFG Pension & Market Services is a global, digitally enabled business that empowers a brighter future by connecting millions of people with their assets – safely, securely and responsibly. 

Through our two businesses MUFG Retirement Solutions and MUFG Corporate Markets, we partner with a diversified portfolio of global clients to provide robust, efficient and scalable services, purpose-built solutions and modern technology platforms that deliver world class outcomes and experiences. 

A member of MUFG, a global financial group, we help manage regulatory complexity, improve data management and connect people with their assets, through exceptional user experience that leverages the expertise of our people combined with scalable technology, digital connectivity and data insights