Facilities & Operations Assistant

About Us The Financial Times is one of the world's leading news organisations, globally recognised for its authority, integrity and accuracy, with a mission to deliver quality information and services worldwide. At the FT, curiosity thrives and ambitious thinking is rewarded. Here, you're given the chance to reach millions, create work that matters and deliver impartial journalism in a polarised world. In our warm, collaborative culture, you'll connect with a diverse community of experts who support your growth, career aspirations and wellbeing. Your future at the FT will be filled with opportunities that challenge and inspire you. With no fixed path, you'll discover new skills and forge a career that can take you anywhere. Build a newsworthy career at the FT. Our Commitment to Diversity, Equity and Inclusion We believe in the power of unique perspectives and want all voices in our organisation to be heard, respected and valued. A supportive workplace is one where employees feel they can be themselves and operate to their full potential. We are committed to removing barriers for everyone, with a focus on addressing those faced by underrepresented groups. The Role We're looking for a proactive and highly organised Facilities & Operations Assistant to support the day-to-day operations of our London Facilities team. Reporting to the Global Facilities Director, you'll play a key role in ensuring the smooth running of facilities administration, financial processes and operational coordination across the London office. This is a varied role that combines facilities administration, supplier management, financial support and project coordination. You'll work closely with colleagues across Facilities, Finance, FT People, Health & Safety and external contractors, helping to deliver an excellent workplace experience while supporting operational efficiency. Key Responsibilities Provide administrative support across the London Facilities team, including Soft Services, Hard Services and Facilities Projects. Handle the Facilities Helpdesk, coordinating with suppliers to ensure requests are completed efficiently and to agreed service levels. Support the onboarding of new Facilities suppliers and contractors. Handle the purchase order process, including raising POs, obtaining approvals and receipting invoices. Produce management information, reports and analysis to support operational decision-making. Coordinate the Facilities meeting calendar and organise team meetings, including preparing agendas and taking minutes. Plan and coordinate Facilities team events and activities. Support the onboarding and offboarding process for Facilities team members, including ID card requests and inductions. Act as a key liaison with Finance, FT People, Health & Safety and other internal partners to ensure compliance with company processes. Provide programme administration support for Facilities projects. Maintain the Facilities intranet pages, ensuring documentation, policies and guidance remain accurate and up to date. Provide general administrative support and assist with ad hoc operational projects as required. Required Skills and Experience Previous administrative experience, ideally within Facilities Management, Operations or a similar environment. Good understanding of facilities administration and operational processes. Experience supporting financial administration, including purchase orders and invoice processing. Strong organisational skills with the ability to handle multiple priorities and meet deadlines. Excellent attention to detail and a proactive approach to problem-solving. Strong IT skills, particularly Google Workspace. Excellent communication and partner management skills with a customer-focused approach. Ability to work collaboratively across multiple teams and build effective working relationships. Takes ownership, uses initiative and enjoys improving processes. Flexible and adaptable, with the ability to respond to changing business p…