Facilities Admin Support

We are seeking an organised and proactive Facilities Management Admin Support professional to join a busy and collaborative team based in Soho. Reporting to the Deputy Facilities Manager (DFM), with support from the Facilities Manager (FM), this role plays a key part in ensuring statutory compliance and health & safety standards are consistently maintained across the London, Bristol and Evolve Estates regions.

This is an excellent opportunity for someone with strong administrative skills and an interest in facilities or compliance who is looking to develop within a professional and supportive environment.

Purpose of the Role

The primary purpose of this role is to provide administrative and compliance support to the Facilities team, ensuring all Health & Safety documentation, statutory compliance records, and remedial actions are accurately logged, monitored, and completed within required timeframes.

The role focuses heavily on compliance services including:

• Health & Safety documentation
• Fire Risk Assessments (FRA)
• Asbestos and Legionella reports
• Tracking and coordinating remedial works

Key Responsibilities

Risk Assessments & Compliance Documentation

• Upload Health & Safety, Fire Risk Assessments (FRA), Asbestos and Legionella reports into the appropriate systems and file locations.
• Maintain accurate digital records and ensure documentation is stored in line with company procedures.
• Monitor expiry dates and schedule re-inspections as required.
• Ensure all compliance documentation is up to date and audit-ready.

Health & Safety & Remedial Works

• Review risk assessment reports and identify required remedial actions.
• Obtain quotations from approved contractors and suppliers.
• Instruct works within a £500 inclusive repair limit (seeking approval for higher costs where required).
• Track progress of remedial works to ensure completion within agreed timeframes.
• Update regional quote logs and ensure the Statutory Compliance tracker is kept accurate and up to date.

Statutory Compliance Services

• Monitor compliance schedules to ensure all statutory inspections and servicing are completed on time.
• Upload and review contractor reports, identifying any areas of non-compliance.
• Request quotes for any remedial works identified (seeking necessary approvals where applicable).
• Support contractor review meetings by providing compliance updates and performance feedback.
• Liaise with internal stakeholders and contractors to resolve compliance-related queries.

Office & Administrative Support

• Provide general administrative support to the Facilities team.
• Assist with team projects, reporting, and meeting coordination.
• Prepare documentation and maintain internal trackers and spreadsheets.
• Support clerical tasks including document management and data entry.

Additional Support

• Provide cover for team members during annual leave.
• Assist with Facilities Management project work as required.
• Contribute to continuous improvement of processes and systems within the team.

Person Specification

• Strong organisational skills with excellent attention to detail.
• Clear and confident communicator (written and verbal).
• Team-oriented with the ability to build positive working relationships.
• Proactive, self-motivated and able to manage multiple tasks.
• Comfortable working in a fast-paced environment.
• Strong IT skills, including proficiency in Microsoft Office (Excel, Outlook, Word).
• Customer service experience is advantageous.
• Ability to prioritise workload and meet deadlines.

Qualifications & Experience

• Previous experience in an administrative role (essential).
• Experience within Facilities Management or Compliance environments (preferred but not essential).
• Understanding of Health & Safety or statutory compliance processes would be beneficial.
• Willingness to learn and develop within Facilities/Compliance Management.