Facilities Assistant

Liberty Mutual Re; City of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading global insurer is seeking a Facilities Assistant for their London office. This role involves supporting office operations, maintaining properties, and assisting with various projects. The ideal candidate has strong communication skills, basic facilities experience, and a good standard of education. The company promotes a vibrant and inclusive work environment, offering opportunities for professional development.

Benefits

Vibrant and inclusive environment

Career development opportunities

Flexible working culture

Qualifications

• Experience working in a Facilities environment desired but not mandatory.
• Able to move heavy furniture (Manual Handling training provided).
• A desire to develop and learn new skills for professional growth.

Responsibilities

• Assisting with office moves and general projects.
• Maintaining the property to acceptable condition.
• Supporting invoicing and requisitioning for supplies.
• Managing the desk booking platform.

Skills

Facilities experience

Good communication skills

IT skills including Microsoft Office

Manual Handling

Ability to work under pressure

Education

Good standard of education

Job description

Department: EU and UK Real Estate & Workplace

Location: London

Type: Permanent

About the Role

To act as the Facilities Assistant for the London offices of Liberty Specialty Markets, comprising some 1500 staff occupying 5 floors in the landmark tower at 20 Fenchurch Street. Reporting to the Facilities Manager but working closely with the UK Real Estate Manager and rest of the UK Real Estate and Workplace department.

About the Department & Team

The Real Estate & Workplace team supports the offices hosting Liberty Mutual’s various insurance businesses in the UK, Europe and MENA. The team reports into the Liberty Mutual Enterprise Real Estate Services Team (based in the US) who set principles and guidelines for office design and operations, share best practice globally and coordinate internal approvals for real estate transactions.

Key Responsibilities

• Assisting the Facilities Team with office moves and other general adhoc projects
• To proactively work towards promoting a sense of pride in the RE&W department
• Assist with maintaining the property to an acceptable condition
• Help with event setups/moving furniture
• Manual Handling duties as required
• Support Invoicing/Requisitioning for supply expenses and New supplier entry
• Help maintain the London RE&W email helpdesk account
• Distributing posters and other Facilities related comms and materials
• Keep FM store rooms tidy and keep an inventory
• Assist with maintaining desk booking platform
• Proactive and accurate programming of access cards for new joiners, visitors, contractors and temporary staff
• Ensuring all leaver access cards are deleted promptly from the system
• Liaising with building security and relevant contractors
• Staff personal locker management
• Supervising contractors and ensuring that all engineers follow the approved procedures when required
• Become an active Fire Warden and First Aider (training provided)
• General Health & Safety management by carrying out daily/weekly walk arounds in 20FS
• Carry out weekly stock takes of all first aid boxes, order stock when needed and keep back up stock
• Keep all first aid & fire marshal signs up to date
• Support business related events and communities
• Assist with contractor induction process & permit to work criteria

Stationery

• Carry out a weekly stock take of the stationery in the stationery cupboard, order stock when required.
• Keep the stationery cupboard organised
• A green stationery champion
• Be the first port of call for all stationery enquires
• Liaison with the supplier
• Taking initiative in carrying out weekly office walk arounds in 20FS, recording all issues and ensuring they are reported to the Facilities Coodinator
• Immediate reporting and recording of all building issues
• Collect deliveries from the loading bay & building postroom and notify the staff member who ordered it
• Store deliveries in the FM area until they are collected
• Organising incoming and outgoing post (incl. franking and couriers)
• Collect incoming post from the post room in the am & pm daily
• Distribute incoming post to relevant departments
• Frank all outgoing post each day and take down to the post office/building post room
• Bi-weekly offsite collection check at the nearby DX exchange
• Scan incoming post and allocate to the correct receipient

Skills and Experience

• Experience working within a Facilities environment desired but not mandatory
• Good standard of education
• Able to move heavy furniture (Manual Handling training provided)
• Tact and diplomacy
• Ability to relate to and communicate effectively with, both verbally and written, all levels of staff
• Good IT skills including Microsoft Office
• Ability to work under own initiative
• An ability to review and prioritise work within agreed parameters.
• A team player but able to work using own initiative with a proactive approach and an ability to focus on the detail
• Able to work effectively under pressure and meet deadlines
• A desire and ability to develop and learn new skills and enhance current skills to grow professionally
• Presents a capable, competent and professional image at all times

About Liberty Specialty Markets (LSM)

Liberty Specialty Markets is part of Global Risk Solutions and the broader Liberty Mutual Insurance Group, which is a leading global insurer. We offer a breadth of world‑class insurance and reinsurance services to brokers and insureds in all major markets.

Our people are key to our success. That is why “Put People First” is one of the five Liberty values which unite us as a global organisation. We bring this to life for our colleagues through:

• Offering a vibrant and inclusive environment and committing to their career development.
• Promoting diversity, equity and inclusion (DEI). Our Inclusion Matters framework and employee-led networks strengthen the diversity of our workforce and our inclusive environment.
• Reinforcing that collaborating together to share our unique perspectives help us make better decisions, deliver innovative solutions and pursue our ambitious goals.
• A supportive culture, which includes promoting a healthy work-life balance and working flexibly.

For more information, please follow the links below:

https://www.libertyspecialtymarkets.com/gb-en/careers/working-for-us

https://www.libertyspecialtymarkets.com/gb-en/careers/diversity-inclusion-wellbeing/diversity-and-inclusion