Job Purpose:
The Facilities Services Assistant is a central member of the Property & Facilities Team, responsible for delivering an efficient and responsive facilities and postal service. The role manages the central service desk, provides high-quality administrative support, oversees access control processes, and ensures the smooth handling and distribution of incoming and outgoing mail. Working closely with colleagues, contractors, and building management teams, the postholder helps maintain a safe, well-run, and customer-focused working environment.
Key Responsibilities:
Service Desk & Issue Resolution
*Manage the Facilities Service Desk, ensuring all enquiries are logged, assigned, tracked, and closed in a timely manner.
*Keep requestors informed of progress and follow up with internal teams and external suppliers to ensure prompt resolution.
*Escalate delays or performance concerns to management when required.
Access Control & Onboarding
*Administer access control systems, issuing new and replacement passes in line with security and departmental procedures.
*Support onboarding for new Chelmsford starters, including access pass setup and delivery of health, safety, and fire briefings.
Facilities & Contractor Coordination
*Liaise with the Myriad House management team to support daily building operations and resolve maintenance issues.
*Arrange contractor access for regional offices, ensuring all visits comply with required processes.
*Review completed maintenance work, maintain accurate records, and raise any concerns with the management team.
Mailroom & Document Handling
*Process incoming mail, including sorting, opening, recording, and preparing items for scanning in accordance with departmental standards.
*Ensure all documents are handled, certified, and stored in line with company procedures.
*Manage outbound mail and courier services, maintaining accurate logs.
*Monitor the shared team inbox, allocating tasks appropriately and filing completed requests.
Operational Support
*Assist the Facilities Services Manager in delivering postal services to regional offices and branches.
*Coordinate the supply, stock control, and distribution of office stationery.
*Compile daily activity data for monthly departmental reporting.
*Act as Senior Fire Marshal in the absence of senior staff.
*Carry out regular office safety checks in line with health and safety requirements.
Qualifications & Experience:
*Proficient in Microsoft Office applications.
*Strong organisational skills with the ability to prioritise effectively and work well under pressure.
*Experience collaborating with colleagues and external service providers at all levels.
*Clear, confident written and verbal communication skills.
Knowledge & Skills:
*Exceptional attention to detail and accuracy in administrative tasks.
*A proactive, customer-focused approach to problem solving.
*Ability to manage multiple tasks simultaneously while maintaining high standards.
*Professional, approachable, and able to build positive working relationships.
About Us:
Raymond James is a wealth management firm focused on providing trusted advice and tailored, personalised investment services. We believe if we do what’s right for clients, we’ll help them achieve success while also realising our own. Our parent company, Raymond James Financial, has been doing the same in the US for over six decades. Raymond James is listed on the NYSE, is a Fortune 500 company, and is included in the S&P 500.
Raymond James is an equal opportunities employer. We treat all of our applicants the same and we have a diversity and inclusion strategy aimed at ensuring we hire the best person for the job regardless of age, gender, ethnicity, sexual orientation, disability or beliefs.