At a Glance
- Tasks: Support facilities management operations and coordinate maintenance activities.
- Company: Join a global leader in Integrated Facilities Management.
- Benefits: Gain valuable experience and develop your career in a dynamic environment.
- Other info: Opportunity for growth in a technically focused FM business.
- Why this job: Be part of a team that ensures smooth operations and compliance in facilities management.
- Qualifications: 2-3 years in facilities management or related fields, with strong admin skills.
The predicted salary is between 30000 - 40000 € per year.
Department: Hard Services / Facilities Management
Reports To: Contract Manager / Facilities Manager
About the Company
PRS are partnered with a global provider of Integrated Facilities Management and engineering services.
Role Overview
We are seeking a proactive and organised Facilities Administrator to support the delivery of Hard Services facilities management operations. The successful candidate will provide administrative and coordination support across planned and reactive maintenance activities, compliance reporting, contractor management, and helpdesk operations. This role is ideal for an individual with 2–3 years’ experience within facilities management, engineering support, property services, or a hard services environment who is looking to develop their career within a technically focused FM business.
Key Responsibilities
- Provide administrative support to the Hard Services and Engineering teams
- Coordinate planned preventative maintenance (PPM) schedules and reactive maintenance works
- Raise, track, and close work orders through CAFM systems
- Ensure service reports, job sheets, compliance certificates, and statutory documentation are accurately maintained
- Liaise with engineers, subcontractors, suppliers, and clients regarding service delivery updates
- Support the management of SLAs and KPI reporting
- Assist with permit-to-work documentation and contractor compliance checks
- Monitor outstanding jobs and ensure timely completion of maintenance activities
- Produce reports, spreadsheets, and performance data for management review
- Support invoice processing, purchase orders, and general contract administration
- Maintain accurate asset and maintenance records
- Assist in ensuring compliance with health & safety regulations and company procedures
- Respond professionally to client requests and helpdesk enquiries
Skills & Experience
Essential
- 2–3 years’ experience in a Facilities Management, Hard Services, Engineering Administration, or Property Support role
- Good understanding of hard services FM including M&E, HVAC, compliance, or building maintenance
- Experience using CAFM/helpdesk systems
- Strong administrative and organisational skills
- Proficient in Microsoft Office, particularly Excel, Outlook, and Word
- Excellent communication and stakeholder management skills
- Ability to prioritise workload in a fast-paced environment
- High attention to detail and accuracy
Facilities Administrator in London employer: PRS
At PRS, we pride ourselves on being an excellent employer, offering a dynamic work culture that fosters professional growth and development within the facilities management sector. Our team enjoys a supportive environment where collaboration is key, alongside competitive benefits and opportunities to advance in a globally recognised organisation. Located in a vibrant area, our employees benefit from a stimulating workplace that values innovation and excellence in service delivery.
StudySmarter Expert Advice🤫
We think this is how you could land Facilities Administrator in London
✨Tip Number 1
Network like a pro! Reach out to your connections in the facilities management world. Attend industry events or join online forums where you can meet people who might know about job openings. Remember, sometimes it’s not just what you know, but who you know!
✨Tip Number 2
Get your LinkedIn game on point! Make sure your profile is up-to-date and highlights your experience in facilities management. Engage with relevant content and connect with professionals in the field. You never know when a recruiter might slide into your DMs!
✨Tip Number 3
Prepare for interviews by researching the company and its values. Be ready to discuss how your skills in administration and coordination can support their hard services operations. Show them you’re not just another candidate, but the perfect fit for their team!
✨Tip Number 4
Don’t forget to apply through our website! We’ve got loads of opportunities waiting for you. Tailor your application to highlight your experience in CAFM systems and compliance reporting, and let us know why you’re excited about joining our team!
We think you need these skills to ace Facilities Administrator in London
Some tips for your application 🫡
Tailor Your CV:Make sure your CV highlights your experience in facilities management and any relevant skills. We want to see how your background aligns with the role, so don’t be shy about showcasing your achievements!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you’re passionate about facilities management and how you can contribute to our team. Keep it concise but engaging – we love a good story!
Show Off Your Skills:Don’t forget to mention your proficiency in Microsoft Office and any CAFM systems you’ve used. We’re looking for someone organised and detail-oriented, so highlight those skills throughout your application.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy – just a few clicks and you’re done!
How to prepare for a job interview at PRS
✨Know Your Stuff
Make sure you brush up on your knowledge of facilities management, especially hard services like M&E and HVAC. Familiarise yourself with common compliance regulations and maintenance processes, as this will show that you're serious about the role.
✨Show Off Your Organisational Skills
Prepare examples of how you've successfully managed schedules or coordinated maintenance activities in the past. Being able to demonstrate your organisational prowess will be key, so think of specific situations where you excelled in a fast-paced environment.
✨Get Comfortable with CAFM Systems
If you have experience with CAFM or helpdesk systems, be ready to discuss it! If not, do a bit of research on how these systems work and be prepared to explain how you would approach using them in your new role.
✨Communicate Like a Pro
Since you'll be liaising with various stakeholders, practice your communication skills. Think about how you can convey updates clearly and professionally, and be ready to discuss how you've handled client requests or enquiries in the past.
