Facilities Assistant

What you will do on your journey with WebBeds.

As a Facilities Assistant, you will support the efficient day-to-day running of the office by coordinating administrative activities, facilities services, workplace support, vendor management, and employee-related office requirements. Working closely with the Admin Site Officer, you will help maintain a safe, well-managed, and productive workplace that supports both employees and business operations. 

 
You will bring strong organisational skills, attention to detail, and a customer-focused approach, acting as a reliable point of contact for office and facilities matters while keeping services running smoothly. 

Key responsibilities  

• Office administration: support daily office operations by maintaining organised records and documentation, coordinating office supplies, stationery, and equipment inventory, managing incoming and outgoing correspondence, deliveries, and courier services, and assisting with reports, presentations, and administrative documentation as required. 

• Facilities and workplace support: help maintain a safe, clean, and professional environment by coordinating maintenance requests, conducting routine inspections, reporting facility issues to the Admin Site Officer, and ensuring office equipment, meeting rooms, and common areas remain functional and presentable. 

• Vendor and service coordination: liaise with external vendors, contractors, and service providers, schedule services such as maintenance, cleaning, pest control, and security, track service requests through to timely completion, and maintain records of vendor agreements, quotations, and service reports. 

• Employee support: act as a first point of contact for general office-related enquiries, support onboarding and offboarding activities including workstation preparation and access coordination, assist with employee engagement activities and company events, and manage meeting room bookings and workplace logistics. 

• Health, safety, and compliance: support site safety initiatives and workplace compliance by helping coordinate fire drills, emergency preparedness activities, and safety inspections, reporting hazards and concerns promptly, and maintaining compliance records and documentation. 

• Procurement and inventory management: monitor office supply stock levels and submit purchase requests, assist with procurement activities in line with company policies, and maintain inventory records while coordinating the distribution and tracking of office assets. 

• Administrative projects: support site improvement projects and workplace initiatives, assist with office relocations, workspace reconfigurations, and departmental moves, contribute to administrative process improvements, and provide administrative support for site leadership activities when required. 

The skills we would love to see in your suitcase!  

• 2 to 3 years of experience in office administration, facilities coordination, workplace services, or a similar role. 

• A bachelor's degree in Business Administration, Office Management, Hospitality Management, or a related field (preferred). 

• Knowledge of office administration and workplace operations, with an understanding of workplace safety regulations, compliance requirements, and basic procurement and vendor management processes. 

• Proficiency in Microsoft Office applications. 

• Strong organisational, multitasking, coordination, and follow-through skills. 

• Excellent communication and interpersonal skills, with the ability to build positive working relationships with employees and external vendors. 

• Strong attention to detail and problem-solving skills. 

• Ability to work independently, manage competing priorities, and maintain a professional, customer-focused approach.