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- Tasks: Support daily operations, manage helpdesk enquiries, and assist with various facilities projects.
- Company: Join a dynamic team in a professional services environment in London.
- Benefits: Gain valuable experience, develop skills, and enjoy a collaborative workplace.
- Why this job: Be the go-to person for staff, making their work life smoother and more efficient.
- Qualifications: Enthusiastic team player with good organisational and communication skills.
- Other info: Opportunity to grow and learn in a supportive environment.
The predicted salary is between 30000 - 42000 £ per year.
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The Facilities Administrative Assistant plays a key role in supporting the day-to-day operations of the London office, Helpdesk enquiries, administration, supplies and assisting with logging of M&E jobs. Also, assisting the Facilities Manager on a range of projects and working with the wider team.
Roles and Responsibilities (this is a broad but not exhaustive list)
- Support and assist the Facilities Manager and the London Facilities Helpdesk service
- Respond to, action, and monitor all Facilities Helpdesk enquiries (email, Teams messages, and calls), assigning tasks to relevant department
- Daily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log and associated folder/filing systems
- The main contact for London staff regarding faults, failures, spills leaks etc and co-ordinate the right resources to fix and resolve issues
- Drafting and completion of Facilities Helpdesk email communications, intranet news items, and updates on building smart app
- Liaise with various contractors and suppliers including building management, cleaning, M&E, and all other FM related service providers/subcontractors
- Collaborate with other FM support areas to ensure tasks are addressed promptly when required
- Daily communication with on-site M&E engineer & 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, 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
- Creating and ordering business cards
- Provide Office tours to new joiners
- 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 & offices within the firm to ensure FM links with larger projects, events and promotions are fulfilled
- Updating of the Facilities Intranet Pages, Out of hours guide, Helpdesk guide and useful contacts list and other document
- 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.
Skills and experience
- Experience in a professional services environment is desirable
- Good systems knowledge with a good knowledge of Microsoft Word, Excel and PowerPoint
Person specification
- Reliable, enthusiastic, and responsive team player with a passion for assisting staff and visitors in using office facilities
- 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 with the ability to prioritise and multi-task
- 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
- Planning and organising
- Delivering results
- Communication
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Facilities Administrative Assistant employer: Charles Russell Speechlys
Contact Detail:
Charles Russell Speechlys Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Facilities Administrative Assistant
✨Tip Number 1
Network like a pro! Reach out to current employees on LinkedIn or through mutual connections. A friendly chat can give you insider info and might just get your foot in the door.
✨Tip Number 2
Prepare for the interview by researching the company culture and values. Tailor your responses to show how you fit in with their vibe. We want to see that you’re not just a good candidate, but the right one!
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family. This will help you feel more confident and articulate when discussing your experience and skills.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can leave a lasting impression and shows your enthusiasm for the role. Plus, it keeps you on their radar!
We think you need these skills to ace Facilities Administrative Assistant
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Facilities Administrative Assistant role. Highlight your relevant experience and skills that match the job description, like your ability to manage helpdesk enquiries and coordinate with contractors.
Show Off Your Communication Skills: Since this role involves a lot of communication, be sure to demonstrate your written and verbal communication skills in your application. Use clear and concise language, and maybe even include examples of how you've effectively communicated in past roles.
Highlight Your Organisational Skills: The job requires solid organisational abilities, so make sure to showcase any experience you have with managing multiple tasks or projects. Mention specific tools or systems you've used to keep things running smoothly.
Apply Through Our Website: We encourage you to apply directly through our website for the best chance of getting noticed. It’s super easy, and you’ll be able to track your application status along the way!
How to prepare for a job interview at Charles Russell Speechlys
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of a Facilities Administrative Assistant. Familiarise yourself with the day-to-day operations, such as handling Helpdesk enquiries and liaising with contractors. This will help you answer questions confidently and show that you're genuinely interested in the role.
✨Showcase Your Communication Skills
Since this role involves a lot of communication with staff and contractors, be prepared to demonstrate your communication skills during the interview. Think of examples where you've effectively communicated in previous roles, whether it was resolving issues or drafting emails. This will highlight your ability to influence and educate others on best practices.
✨Be Ready to Discuss Problem-Solving
The job requires troubleshooting skills, so come prepared with examples of how you've handled unexpected situations in the past. Whether it was a facilities issue or a last-minute change, showing your ability to apply good judgement will impress the interviewers and prove you're the right fit for the team.
✨Demonstrate Your Organisational Skills
As a Facilities Administrative Assistant, you'll need solid organisational and planning skills. Be ready to discuss how you prioritise tasks and manage multiple responsibilities. You could even bring a sample of a spreadsheet or system you've used in the past to showcase your experience with managing information effectively.