Facilities Administrator in City of London

My client, a leading international law firm based in the City, are seeking a Facilities Administrator to join their team.

The Facilities Administrator plays a key role in supporting the daily facilities operations of the office, Helpdesk enquiries, administration, supplies and assisting with logging of M&E jobs. This is a 5-day office based role.

• Support and assist the Facilities Manager and the London Facilities Helpdesk
• Respond to, action, and monitor all Facilities Helpdesk enquiries (email, Teams messages, and calls), assigning tasks to relevant teams
• Daily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log and associated folder/filing systems
• The main contact for office regarding faults, failures, spills leaks and co-ordinate the right resources to fix and resolve issues.
• Drafting and completion of Facilities Helpdesk email communications, intranet news items, and updates
• Liaise with various contractors and suppliers including building management, cleaning, M&E, and all other FM related service providers
• Daily communication with on-site M&E engineer and other sub-contractors
• Ensure permits to work are in place for contractors, ensuring compliance with safety protocols and Helpdesk/H&S procedures
• Daily use of working on different systems: Digital ID, Access control, BMS & M&E portal
• Manage internal spreadsheets for staff use of facilities such as lockers, parking & occupancy and desk usage
• Ordering of office supplies such as desk equipment, stationery and new joiner items.
• Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed.
• Maintain and oversee the new joiner and leaver process
• At times oversee the use, ordering and authorisation of the stationery ordering system.
• Assigning invoices, creating PO’s and credit card expenses using the firm’s account management software.
• Involvement in projects, initiatives, and collaborating with other teams within the firm to ensure FM links with larger projects, events and promotions are fulfilled.
• Updating of the Facilities Intranet Pages, Helpdesk guide and useful contacts list and other documents
• Ensure security measures are in-line with policies and guidelines.
• Collaborate with H&S team to ensure that work areas are adhering to the good housekeeping standards.
• Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are met.

• Experience in a professional services environment
• Good systems knowledge with a good knowledge of Microsoft Word, Excel and PowerPoint
• Reliable, enthusiastic, and responsive team player
• Demonstrates a common sense approach
• Able to communicate, influence and educate staff on best practice use of its facilities
• Solid organisational, administrative and planning skills
• Trouble shooting skills and the ability to apply good judgement to situations as they arise.
• A flexible approach with regard to daily tasks and working hours.

Please apply today for immediate consideration!