facilities assistant

VRS-UK

Our client is a leading provider of forensic testing solutions in the UK. They are currently looking for a proactive and organised Facilities Assistant to join their team and support the smooth running of their site. Reporting to the Facilities Manager, you ll play a key role in keeping the laboratory and facilities safe, compliant, and efficient. What you ll be doing: <ul> <li>Hosting contractors onsite and supporting reception cover.</li> <li>Assisting with building maintenance, inspections, and compliance checks.</li> <li>Organising and supporting planned and reactive maintenance.</li> <li>Helping with housekeeping, grounds maintenance, and waste management.</li> <li>Managing facilities records and administration.</li> <li>Supporting audits, inspections, and wider facilities projects across sites.</li> </ul> What we re looking for: <ul> <li>Strong organisation, communication, and problem-solving skills.</li> <li>A proactive attitude with the ability to work independently.</li> <li>Full UK driving license.</li> <li>IT literate.</li> <li>Previous facilities management experience is desirable but not essential.</li> </ul> This is a great opportunity for someone who enjoys variety and thrives in a hands-on role.

Facilities Assistant

Robert Half

<div>
 We are looking for a dedicated Facilities Assistant to join our team on a contract basis in Los Altos, California. In this role, you will ensure the smooth operation of office facilities, manage maintenance requests, and coordinate workspace activities to support a productive and secure environment. This is an excellent opportunity for someone with strong attention to detail, experience in facilities management, and a passion for maintaining efficient workspaces.
 
 
 Responsibilities:
 
 &bull; Monitor and process maintenance requests using a Computerized Maintenance Management System (CMMS), ensuring timely resolution of issues.
 
 &bull; Manage the scheduling, setup, and cleanliness of conference rooms to support meetings and events.
 
 &bull; Conduct routine inspections of office facilities, addressing any issues and identifying opportunities for improvement.
 
 &bull; Coordinate with vendors and internal teams to oversee repairs, preventative maintenance, and procurement of office supplies.
 
 &bull; Enforce compliance with workplace safety and security standards.
 
 &bull; Assist with office layout adjustments, including moves, additions, and changes to workspaces.
 
 &bull; Collect and analyze data on facility usage, maintenance trends, and service performance to recommend improvements.
 
 &bull; Support the coordination of catering services and other office-related functions as needed.
 
 &bull; At least 1 year of experience in a facilities assistant or coordinator role, preferably in an office setting.
 
 &bull; Familiarity with Computerized Maintenance Management Systems (CMMS) and other maintenance tracking tools.
 
 &bull; Strong organizational skills with the ability to multitask and maintain attention to detail.
 
 &bull; Proficiency in Microsoft Office Suite; basic understanding of facilities systems is a plus.
 
 &bull; Effective communication skills to interact professionally with staff and external vendors.
 
 &bull; Ability to lift and move light office equipment, with occasional standing or walking required.
 
 &bull; Commitment to creating a secure and well-maintained workspace.
 
 &bull; Experience with conference room technology or audio-visual systems is preferred.
 
 TalentMatch
 
 &reg;
 
 
 
 
 Robert Half is the world&rsquo;s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
 
 
 
 
 Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app and get 1-tap apply, notifications of AI-matched jobs, and much more.
 
 
 
 
 All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
 
 
 
 
 &copy; 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking &ldquo;Apply Now,&rdquo; you&rsquo;re agreeing to Robert Half&rsquo;s Terms of Use.
 
</div>

Franklin D. Azar & Associates, PC

Franklin D. Azar &amp; Associates is looking for a reliable, proactive Facilities Assistant to support the operations of our multi-office law firm. In this role, you'll work directly with our Facilities Manager to ensure our offices are safe, functional, well-stocked, and running smoothly.You&rsquo;ll gain hands-on experience across facilities maintenance, project coordination, and office support, all while working for one of Colorado&rsquo;s most established legal teams.Compensation &amp; Benefits:- Hourly Rate: $21.00/hour- Full Benefits Package:- 401(k) Retirement Plan- Medical, Dental, and Vision Insurance- Paid Time Off (PTO)- Holiday Pay- Work Schedule- Standard 8-hour shifts, Monday through Friday- Occasional overtime, holiday, or weekend hours may be requiredQualifications- Valid driver&rsquo;s license and reliable personal vehicle (mileage reimbursed)- Strong sense of accountability, organization, and attention to detail- Ability to manage multiple tasks and meet deadlines with minimal supervision- Excellent communication and interpersonal skillsKey Responsibilities- Assist in the daily operations and upkeep of multiple office locations- Travel regularly to branch offices to conduct walkthroughs and deliver supplies- Respond to maintenance requests and prioritize facility work orders- Help coordinate repairs, vendor visits, and minor improvement projects- Monitor inventory levels and ensure supplies are replenished across all locations- Support facility-related moves, renovations, and special assignments- Collaborate with internal teams to ensure office environments remain clean, safe, and functional- Step in as backup to the Facilities Manager when needed- Participate in occasional after-hours or weekend projectsWe are an Equal Opportunity Employer.#P3Job Type: Full-timePay: From $21.00 per hourBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Employee discount</li><li>Flexible spending account</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Retirement plan</li><li>Vision insurance</li></ul>Education:<ul><li>High school or equivalent (Required)</li></ul>License/Certification:<ul><li>Driver's License (Required)</li></ul>Willingness to travel:<ul><li>75% (Required)</li></ul>Work Location: In person

Facilities Assistant/Tech

Converse University

<div>
 
 SUMMARY OF POSITION:
 
 The Administrative Assistant reports to the Director of Facilities and performs multiple support functions for the facilities department including processing and administration of procurement activities, development and processing of work orders and reports using computerized maintenance management systems, various forms of data entry, utility and energy utilization and billing, supply and materials monitoring and ordering, service contract administration and management, budget report development, and general administrative and support duties.
 
 
 
 Essential Duties/Non-essential Duties And Responsibilities
 
 
 
 Under limited supervision employee will perform office management and administrative support functions in support of the Facilities Department. Specific duties include but are not limited to:
 
 
 <ul>
 <li>
 Monitors, reviews and processes financial transactions and procurement activities; assists the Director in assigning transactions to appropriate budget and alerts the Director of abnormalities. (15%)
 </li>
 <li>
 Orders office supplies and manages internal department inventory, assists facilities functional area supervisors with ordering of supplies and materials, receives and processes deliveries to the Facilities Department. (5%)
 </li>
 <li>
 Maintains accurate facilities records and data for (including but not limited to) construction and renovation projects, maintenance and deferred maintenance activities, utilities and outside service contracts. (5%)
 </li>
 <li>
 Administers and utilizes computerized maintenance management system/software including account administration, data entry, work order generation and routing, report generation, monitoring, and other related functions. (15%)
 </li>
 <li>
 Assists the Director with scheduling and arranging of meetings and other activities; transcribes and or records meetings and distributes notes and minutes as necessary. (5%)
 </li>
 <li>
 Manage multiple facility service contracts and vendors and ensure timely delivery of goods and services, processes associated requisitions, purchase orders, invoices, etc. (15%)
 </li>
 <li>
 Assists in orientation of new facilities employees, vendors, and contractors. Handles processes and files confidential information. (5%)
 </li>
 <li>
 Assists with the development and review of project information including specifications, drawings, project manuals, requests for proposals, solicitation and opening of bids, processing of submittals, payment requests, and records. (10%)
 </li>
 <li>
 Assists the Director of Facilities in establishing departmental procedures. Determines needs, prepares justification for and requisitions maintenance supplies/equipment. Plans, prepares, and monitors assigned budget areas. (5%)
 </li>
 <li>
 Answers and responds to calls and emails to the Facilities Department. Communicates and coordinates with college faculty, staff and administrators, utility providers, insurance providers, government and regulatory agencies to ensure facilities needs and expectations are satisfied. (15%)
 </li>
 <li>
 Perform other duties as assigned. (5%)
 
 
 </li>
 </ul>
 
 Job Qualifications
 
 
 
 
 MINIMUM QUALIFICATIONS:
 
 Ability to understand and follow oral and written instruction. Must have the ability to lift 25lbs and be able to frequently walk, the campus area. Must have data entry and typing skills and experience. Valid driver's license required.
 
 
 
 PREFERRED QUALIFICATIONS:
 
 Associates degree in a related field and a minimum of 4 years of related experience or high school diploma and a minimum of 6 years of related experience. Ability to understand and follow oral and written instruction. Campus facilities experience in a higher education environment and/or project management experience is preferred.
 
 
 
 KNOWLEDGE, SKILLS, AND ABILITIES:
 
 Applicant should have knowledge and experience in facility maintenance and/or construction project management. Must have a good work ethic, positive attitude, professional appearance. Ability to communicate efficiently with other faculty and staff and administration and leadership. Experience with School Dude or similar CMMS. Experience with Microsoft Office product suite.
 
 
 
 GUIDELINES AND SUPERVISION:
 
 The employee will perform assigned duties under limited supervision from the Director of Facilities; may be expected to occasionally supervise and assign work and tasks to student interns assisting in facilities administrative duties.
 
 
 
 SPECIAL CONSIDERATIONS:
 
 This position is considered essential personnel and may be required to work during adverse weather conditions and other emergency situations to support facilities operations.
 
 
 
 Work Schedule:
 
 ☒Onsite ☐Hybrid ☐Remote
 
 
 
 Hours:
 
 M-Th, 8am&ndash;5pm; F, 8am &ndash; 1pm
 
 
 
 Licenses:
 
 Driver's License
 
 
 
 DISCLAIMER:
 
 The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.
 
 
 We believe that a diverse faculty and staff are essential to achieving academic excellence; thus, we strongly encourage applications from candidates from all racial, ethnic, and cultural backgrounds.
</div>

Facilities Administrative Assistant

International Schools Pa...

In Coordination With Stakeholders
<ul>
<li>ISP Middle East Regional Team</li>
<li>School Leadership Teams, Principals, and other relevant stakeholders across the regional school network</li>
<li>Third-party vendors and service provider</li>
</ul>
Reporting Line: Head of premises and operations
Role context The Operations &amp; Facilities Admin Assistant (Authority Liaison &amp; Coordinator) will provide comprehensive administrative and logistical support to ensure the effective and compliant management of facilities, safety, and operational processes across ISP Middle East schools. In addition to handling day-to-day administrative and operational tasks, the postholder will serve as the primary liaison with government authorities to manage permits, approvals, inspections, and regulatory submissions ensuring compliance with UAE and Qatar regulations. This role plays a key part in maintaining strong communication between ISP regional teams, schools, vendors, and external authorities, ensuring operational excellence, timely approvals, and adherence to all statutory requirements.
Key Responsibilities
<ul>
<li>Provide comprehensive administrative support to the Head of Premises &amp; Operations and the wider Operations team.</li>
<li>Act as the main point of contact and liaison with government authorities such as KHDA, ADEK, Dubai Municipality, Civil Defense (DCD), MOE, ITC, and other UAE government departments for permits, inspections, and renewals.</li>
<li>Coordinate and track all authority submissions, approvals, and follow-ups to ensure timely processing and compliance.</li>
<li>Maintain and update a central database for licenses, NOCs, approvals, and all authority correspondence.</li>
<li>Prepare and submit required documentation to authorities in compliance with regulations and deadlines.</li>
<li>Support vendor and contractor coordination by maintaining updated contracts, insurance documents, and compliance records.</li>
<li>Manage departmental documentation, correspondence, reports, and records to ensure efficiency and accessibility.</li>
<li>Assist in compiling and formatting reports, letters, and presentations for management and government authorities.</li>
<li>Schedule and coordinate meetings, prepare agendas, take minutes, and follow up on action items for operational, safety, and compliance discussions.</li>
<li>Coordinate logistics for site visits, safety inspections, and meetings between ISP and government authorities.</li>
<li>Support the organization of safety awareness sessions, compliance workshops, and training logistics.</li>
<li>Liaise with school operations teams to ensure consistent compliance reporting and timely follow-up on actions.</li>
<li>Provide document control support for Health &amp; Safety (H&amp;S), ESG, and compliance initiatives.</li>
<li>Manage communication with vendors, consultants, and contractors to ensure all authority requirements are met before project commencement.</li>
<li>Build and maintain strong relationships with external stakeholders, service providers, and government entities to ensure smooth administrative and operational coordination.</li>
<li>Provide general office and administrative support to the Operations Department, including filing, scheduling, and correspondence.</li>
</ul>
Other Responsibilities
<ul>
<li>Undertake additional reasonable responsibilities and tasks as assigned by the Head of Premises &amp; Operations, Regional Administrator, or ISP.</li>
<li>Support wider ISP initiatives related to regulatory compliance, sustainability, and operational excellence</li>
</ul>

Operations and Facilities Admin Assistant

International Schools Partnership

<div>Description 
UAEN &ndash; Operations and Facilities Admin Assistant
Location: Expo &ndash; Dubai 
In coordination with stakeholders:<ul><li>
ISP Middle East Regional Team</li><li>
School Leadership Teams, Principals, and other relevant stakeholders across the regional school network</li><li>
Third-party vendors and service provider</li></ul> 
Reporting Line: Head of premises and operations 
Role context
The Operations &amp; Facilities Admin Assistant (Authority Liaison &amp; Coordinator) will provide comprehensive administrative and logistical support to ensure the effective and compliant management of facilities, safety, and operational processes across ISP Middle East schools.
In addition to handling day-to-day administrative and operational tasks, the postholder will serve as the primary liaison with government authorities to manage permits, approvals, inspections, and regulatory submissions ensuring compliance with UAE and Qatar regulations.
This role plays a key part in maintaining strong communication between ISP regional teams, schools, vendors, and external authorities, ensuring operational excellence, timely approvals, and adherence to all statutory requirements. 
Key Responsibilities<ul><li>
Provide comprehensive administrative support to the Head of Premises &amp; Operations and the wider Operations team.</li><li>
Act as the main point of contact and liaison with government authorities such as KHDA, ADEK, Dubai Municipality, Civil Defense (DCD), MOE, ITC, and other UAE government departments for permits, inspections, and renewals.</li><li>
Coordinate and track all authority submissions, approvals, and follow-ups to ensure timely processing and compliance.</li><li>
Maintain and update a central database for licenses, NOCs, approvals, and all authority correspondence.</li><li>
Prepare and submit required documentation to authorities in compliance with regulations and deadlines.</li><li>
Support vendor and contractor coordination by maintaining updated contracts, insurance documents, and compliance records.</li><li>
Manage departmental documentation, correspondence, reports, and records to ensure efficiency and accessibility.</li><li>
Assist in compiling and formatting reports, letters, and presentations for management and government authorities.</li><li>
Schedule and coordinate meetings, prepare agendas, take minutes, and follow up on action items for operational, safety, and compliance discussions.</li><li>
Coordinate logistics for site visits, safety inspections, and meetings between ISP and government authorities.</li><li>
Support the organization of safety awareness sessions, compliance workshops, and training logistics.</li><li>
Liaise with school operations teams to ensure consistent compliance reporting and timely follow-up on actions.</li><li>
Provide document control support for Health &amp; Safety (H&amp;S), ESG, and compliance initiatives.</li><li>
Manage communication with vendors, consultants, and contractors to ensure all authority requirements are met before project commencement.</li><li>
Build and maintain strong relationships with external stakeholders, service providers, and government entities to ensure smooth administrative and operational coordination.</li><li>
Provide general office and administrative support to the Operations Department, including filing, scheduling, and correspondence.</li></ul> 
Other Responsibilities<ul><li>
Undertake additional reasonable responsibilities and tasks as assigned by the Head of Premises &amp; Operations, Regional Administrator, or ISP.</li><li>
Support wider ISP initiatives related to regulatory compliance, sustainability, and operational excellence</li></ul>
Candidate Profile 
<ul><li>
Qualifications High School Diploma or Bachelor&rsquo;s Degree in Administration, Engineering, or a related field</li></ul> 
<ul><li>
Experience</li></ul><ul><li>
Minimum 0-1 years of experience in administration, facilities coordination, or authority liaison within the UAE.</li><li>
Proven experience dealing with regulatory authorities such as KHDA, ADEK, Dubai Municipality, Civil Defense, and other relevant bodies.</li><li>
Strong communication, organizational, and multitasking skills.</li><li>
Excellent attention to detail, documentation, and coordination abilities.</li><li>
Location Dubai- Expo City</li></ul> 
ISP Commitment to Safeguarding Principles
ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years&rsquo; employment history.
ISP Commitment to Diversity, Equity, Inclusion, and Belonging
ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply</div>

Operations and Facilities Admin Assistant - UAE National

Dubai World Trade Centre

Join to apply for the Assistant Facilities Manager - Hard Services role at Dubai World Trade Centre. Responsibilities <ul><li>Assist in sourcing and overseeing contracts and service providers for Hard FM</li><li>Prepare / review scope of work documents for procurement of various services and goods whether minor or major in nature</li><li>Analyze bids from contractors for repairs, renovations, and maintenance. Evaluate KPI's and SLA's of the contractors/Suppliers</li><li>Assist in routine inspection and basic troubleshooting of MEP, HVAC, and BMS systems</li><li>Manage and supervise the TFM company, contractors and service providers to ensure timely and efficient service delivery across all FM services</li><li>Based on site visits and inspection of assets should advise on measures/ideas to improve the efficiency and cost-effectiveness of the facility</li><li>Support in managing AMC contractors</li><li>Track KPIs/SLA compliance of TFM and AMC</li><li>Review and approve permits and Fit-out requests technically</li><li>Review all handover documents of Expansion projects from Real Estate team</li><li>Assist with utility consumption tracking, budgeting data, and weekly reporting</li><li>Coordinate FM support for all events hosted at DEC, ensuring readiness of MEP systems, rapid response capability, and post-event evaluations</li><li>Ensuring that basic facilities are well-maintained and that the Service Providers are conducting proactive maintenance and implementing a predictive, reactive, or preventive maintenance approach</li></ul>

Assistant Facilities Manager - Hard Services

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