Facilities Assistant

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

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.

Our People function is dedicated to fostering positive outcomes for our team, clients, and communities. We develop strategic initiatives to make MUFG Pension & Market Services a place where people can belong, thrive, and succeed together. Our services cover engagement and wellbeing, recruitment, HR operations, payroll, health & safety, remuneration and benefits, HR systems and reporting, and business partnering.

We promote an inclusive culture where differences are valued, and we support flexible working. Diversity drives innovation, which in turn drives growth.

Join MUFG Pension & Market Services and help us achieve our full potential. We treat everyone fairly and equitably, regardless of diverse characteristics. Candidates must have the relevant work rights. Successful applicants must complete background screening before employment.