Job Description

Established in 1999, Source Facilities are a small but perfectly formed Family facilities management company based in Bishops Stortford.

We provide Maintenance services to commercial properties in the UK, mainly situated in central London to ensure the smooth running of the buildings.

Key Responsibilities:

Log and coordinate reactive jobs and assign engineers/subcontractors. Assist with project delivery, documentation, and reporting. Track SLA performance, monitor job progress, and provide client updates. Provide ongoing operational support.

Role Overview

We are seeking a highly organised and proactive Reactive & Projects Facilities & Maintenance Assistant to join our growing team at Source FM. This role is central to ensuring smooth operations across both reactive maintenance and project-based works, supporting engineers, subcontractors, clients, and internal stakeholders.

The ideal candidate will have strong administrative, scheduling, and communication skills, combined with the ability to manage competing priorities in a fast-paced facilities management environment.

Reactive Maintenance Support

Act as the first point of contact for clients reporting reactive issues.

Log, prioritise, and coordinate jobs using the company's facilities management system.

Assign works to engineers or subcontractors, ensuring SLA and KPI compliance.

Track job progress, follow up on outstanding works, and update clients accordingly.

Maintain clear communication between engineers, clients, and internal teams.

Projects & Planned Works

Support the Projects Manager with scheduling, documentation, and resource coordination.

Assist in preparing project packs, quotations, and client proposals.

Track project milestones, budgets, and deliverables.

Liaise with subcontractors and suppliers to ensure timely delivery of materials and services.

Helpdesk & Administration

Provide additional support to the helpdesk during peak demand.

Handle incoming calls, emails, and client updates in a timely and professional manner.

Maintain accurate records, job notes, and documentation within our systems.

Generate reports on job completion rates, engineer performance, and project status.

Compliance & Quality Control

Ensure that works are delivered in line with contractual obligations, H&S standards, and company policies.

Support with gathering O&M manuals, risk assessments, and relevant compliance documents.

Monitor client feedback and assist with continuous service improvements.

Required Skills & Experience

Previous experience in facilities management, building maintenance, or project coordination (preferred but not essential).

Excellent organisational and multitasking skills, with the ability to prioritise effectively.

Strong verbal and written communication skills.

Proficient in Microsoft 365 tools (Outlook, Teams, Excel, Word) and comfortable learning new systems.

Ability to work collaboratively with internal and external stakeholders.

Positive, solutions-focused mindset with strong attention to detail.

Desirable Skills & Attributes

Experience with facilities management platforms or helpdesk systems (e.g. Joblogic, CAFM, or similar).

Knowledge of contractor management and basic H&S requirements.

Prior experience coordinating engineers, subcontractors, or site access.

A background in reactive and planned maintenance workflows.

What We Offer

Competitive salary based on experience.

Opportunity to grow within a rapidly expanding facilities management company.

Supportive team environment with exposure to both operational and project-based work.

Training and development opportunities to advance within the role.

Flexibility to get involved in wider business areas as required.

There is scope for progression within the role as the company continues to grow.

Job Type: Full-time

Pay: 24,420.00-30,000.00 per year

Benefits:

Company pension
Work Location: In person