Find a job 
Featured Companies 
Featured Universities 
For Companies At a Glance
- Tasks: Support the Facilities Team with admin duties for luxury developments in East London.
- Company: Join Ballymore Group, a leader in luxury property development.
- Benefits: Enjoy a Monday to Friday schedule with a supportive team environment.
- Why this job: Be part of a dynamic team ensuring top-notch service and safety for residents.
- Qualifications: NEBOSH or IOSH qualification in Health & Safety preferred; strong computer and communication skills required.
- Other info: Equal opportunities employer committed to diversity and inclusion.
The predicted salary is between 30000 - 42000 £ per year.
We\’re now recruiting for a Facilities Administrator to join us at our development, Embassy Gardens! What you should know Embassy Gardens is a luxury residential building comprising of 1,555 homes and offers amenities such as a linear park, private residents’ club, an indoor and an outdoor pool, gym, spa and health club, library, cinema, business suite and yoga studio. Ballymore is a family-owned business, with over 40 years in establishment – we are remarked as an innovative and dynamic property developer citing over 80 awards in recent years. At present, we\’re managing 11,000 homes across 12 luxury residential developments in London and are in search of a Facilities Administrator to join us at Embassy Gardens in contributing to our vision. This is a fantastic opportunity for a property service enthusiast to progress their career in either customer service, facilities or operational-based roles. Important to note Hours: 8:00 – 5:30 Shift Pattern: Monday to Friday Location: SW8, Vauxhall Salary per annum: £30,000 Contract: 40 hpw/permanent What you\’ll be doing * To support the on-site Facilities Team with administrational aspects of the Resort. * Reporting into the Facilities Manager (FM) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants. * E-mail correspondence & communication on behalf of FM department on site. * To attend & minute meetings as required. * To maintain Insurance correspondence, records & tracker information at all times. This includes communicating with Residents/Leaseholders/Managing Agents and Contractors to arrange access for leak tracing and repair. * To liaise with the Resort Team & the support office as required. * To deputise in absence of Facilities Coordinator. * To maintain clear reporting to the Facilities Coordinator, Facilities Manager & Facilities department ensuring the visibility of local infrastructure status and immediately escalate issues for further support as required. Administration * Responsible for recording relevant accurate information on all Service Partners, Consultants and Suppliers relating to Facilities & Maintenance * Provide administrative support to Facilities Coordinator and Facilities Manager. * Be the first point of contact for the on-site Facilities Team in relation to all telephone enquiries, emails and letters and B-Life. Where appropriate deal with the correspondence proactively and reply on behalf of the Facilities Team. If necessary, pass the query to the relevant department or function, following up to ensure the query is dealt with in a timely manner. * Draft communication to residents, Resort Team and commercial units for planned works, unplanned disruptions, loss of services or planned/unplanned isolations of services. * General administrational duties such as maintaining efficient electronic and paper filing systems, trackers and diary management * Arrange access (both Landlord’s areas and residential & commercial demised areas) for any planned essential works such as Planned Preventative Maintenance works, HIU, FCU Servicing, apartment fire inspection and reactive and emergency works such as defects, satellite/TV signal failures, leak trace & access and insurance approved works. Health, Safety, Welfare & Compliance * Understand and adhere to the Resort’s Emergency Action Plan in the event of an emergency situation. * Report and record any accidents in the accident book and also ensure that Accident, Incident and Near Miss Reporting Procedure is followed locally. * Have a good understanding of health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures. * Increase H&S awareness and promote a positive H&S culture throughout the local Resort Team including attending regular meetings such as Huddle (weekly Resort Team meeting) and toolbox talks. * Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates. * Carry out regular inspections and H&S audits across the estate and action findings accordingly. Administration * Review of RAMs and provide permits to work. Keeping a log of any permits issued, closing out and completing regular checks on contractors attendance. * Taking landlord meter reads on a monthly basis. Health, Safety, Welfare & Compliance * Understand and adhere to the Site’s Emergency Action Plan in the event of an emergency situation. * Report and record any accidents in the accident book and also ensure that Accident, Incident and Near Miss Reporting Procedure is followed locally. * Have a good understanding of health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures. Please note: a full job description will be provided once shortlisted for the role. What you\’ll need to be successful * Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint. * Good communication skills (inc telephone manner) With the ability to deliver clear and concise information both verbally and written. * Good organisational skills. * Good attention to detail. * Team player who is friendly and reliable. What now? Very simply – Apply! Do not hesitate to apply online today. *Updates on applications made via our job boards will be provided over a 1–2-week period from the date of submission. Not what you’re looking for? Check out our careers page
Contact Detail:
Ballymore Group Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Facilities Administrator
✨Tip Number 1
Familiarise yourself with the specific duties of a Facilities Administrator. Understanding the day-to-day responsibilities, such as managing correspondence and maintaining records, will help you demonstrate your knowledge during interviews.
✨Tip Number 2
Network with professionals in facilities management. Attend industry events or join online forums to connect with others in the field. This can provide valuable insights and potentially lead to referrals for the position.
✨Tip Number 3
Showcase your organisational skills by preparing examples of how you've successfully managed multiple tasks or projects in the past. Being able to discuss these experiences will highlight your suitability for the role.
✨Tip Number 4
Research the company culture at Ballymore. Understanding their values and how they operate will allow you to tailor your approach and demonstrate that you're a good fit for their team during the interview process.
We think you need these skills to ace Facilities Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience and skills that align with the Facilities Administrator role. Emphasise your administrative abilities, communication skills, and any health and safety qualifications you possess.
Craft a Strong Cover Letter: Write a cover letter that specifically addresses the responsibilities mentioned in the job description. Explain how your background makes you a great fit for supporting the Facilities Manager and ensuring excellent customer service.
Highlight Relevant Skills: In your application, focus on your proficiency with software like Outlook, Word, Excel, and PowerPoint. Mention your organisational skills and attention to detail, as these are crucial for the role.
Show Enthusiasm for Health & Safety: If you have a NEBOSH or IOSH qualification, be sure to mention it prominently. Express your commitment to health and safety practices and how you can contribute to promoting a positive culture within the team.
How to prepare for a job interview at Ballymore Group
✨Show Your Organisational Skills
As a Facilities Administrator, you'll need to demonstrate strong organisational skills. Be prepared to discuss how you've managed multiple tasks or projects in the past, and provide examples of how you keep track of important information and deadlines.
✨Highlight Your Communication Abilities
Good communication is key in this role. Make sure to showcase your ability to communicate clearly and effectively, both verbally and in writing. You might want to prepare examples of how you've successfully communicated with team members or clients in previous roles.
✨Familiarise Yourself with Health & Safety Regulations
Since the job involves health and safety compliance, it's beneficial to have a basic understanding of relevant regulations. Brush up on NEBOSH or IOSH standards and be ready to discuss how you would apply these in your day-to-day responsibilities.
✨Demonstrate Team Spirit
Being a team player is essential for this position. Think of instances where you've worked collaboratively with others to achieve a common goal. Highlight your friendly and reliable nature, as this will resonate well with the interviewers.
