Facilities Assistant

This is a Full Time Job

About WME

WME is the world's preeminent talent agency. With over 125 years of experience, WME enables artists, athletes and brands to grow their businesses, leverage the full potential of their intellectual property, and bring projects to life that define the cultural landscape. WME's expertise spans books, comedy, digital media, fashion, film, food, licensing, music, sports, television, theatre, and more. Headquartered in Beverly Hills, WME's office locations include Australia, Chicago, China, London, Miami, Nashville, and New York. WME is part of WME Group, a global network of businesses that represent the world's leading talent, intellectual property and brands. For more information, please visit www.wmeagency.com.

About You

You'll thrive in this role if you have a practical, proactive approach and some prior experience in facilities roles. You enjoy supporting a fast-paced, dynamic office environment, and take pride in ensuring everything runs smoothly behind the scenes. Your excellent organisational skills and attention to detail help you keep stock, mail, and daily facilities operations running efficiently.

Key Responsibilities
• Manage mailroom operations, including sorting, franking outgoing mail, distributing incoming post, and delivering mail directly to desks
• Coordinate courier and bike courier bookings, managing international packages efficiently
• Order, rotate, and conduct stocktakes of office supplies and snacks, ensuring teams are well stocked throughout the day, including topping up teas, coffees, water, and snacks
• Maintain fridge and food safety standards for snacks and milk
• Perform daily facilities walk rounds to identify maintenance needs, safety issues, and follow up on repairs
• Support the Facilities Manager in managing contractors, including greeting and supervising their access to the building
• Monitor and respond to the facilities inbox, troubleshooting and escalating issues as necessary
• Maintain stationery stock and reorder supplies as needed
• Provide reception cover as needed, including daily lunchtime cover, greeting visitors and registering guests in the visitor system.
• Assist with general facilities tasks including waste management and recycling initiatives
• Help organise and clear meeting rooms for office events and meetings, including setting up chairs, tables, AV equipment, and ensuring water and snacks are ready
• Support health and safety protocols by monitoring fire exits, signage, reporting hazards, and assisting with emergency response procedures
• Maintain accurate logs and records of maintenance issues, repairs, and facilities tasks
• Support Facilities Manager with access control, including requesting building access passes, keys, and overseeing visitor security protocols
• Assist with IT and AV equipment setup for meetings as needed
• Support facilities-related project management tasks under the direction of the Facilities Manager
• Participate in health and safety training sessions and help promote safe working practices
• Undertake any additional mailroom, reception or facilities-related duties as required to support the smooth running of office operations

What We're Looking For
• Strong organisational skills with an ability to prioritise tasks efficiently
• A proactive, solution-focused attitude and attention to detail
• Good communication skills with a professional and approachable manner
• Competency in Microsoft Office and general IT systems
• Basic understanding of health and safety, especially regarding food safety, emergency procedures, and contractor protocols
• Ability to work collaboratively within a team and follow direction
• Commitment to confidentiality and discretion
• Previous experience in facilities support roles
• Some background in facilities management or interest in developing an FM career.
• First Aid and Fire Warden qualifications or a willingness to become qualified through WME.

Location: 100 New Oxford Street, London (with occasional support at other central London WME Group offices)
Contract: Full-Time, Permanent, hours 8:30am – 5:00pm, Monday to Friday, office-based

The Hiring Process
• 1st stage - Virtual interview – 30 mins with Recruitment Manager. This will consist of set questions based on soft and practical skills
• 2nd stage interview – in person/virtual with HR Manager and Facilities Manager
• 3rd stage interview – in person with Facilities Manager and Facilities Director EMEA?

WME is an equal opportunity employer and encourages applications from qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, or religion or belief.