Facilities Administrator (Charity - Flexible Working) in London

We are seeking an experienced Facilities Manager to oversee and continuously improve our London office environment, supporting a high-performance technology trading business. The role combines traditional facilities management with technical infrastructure oversight, critical environment management, and workplace strategy.

Reporting to Head of Facilities EMEA (based in Dublin), you will be expected to operate with a high degree of autonomy, exercising sound judgement and escalating appropriately. You will ensure the seamless operation of a mission-critical office environment where uptime, resilience, security, and employee experience are paramount. This role requires strong vendor management, project delivery capability, and a solid understanding of technical building systems supporting trading and technology operations.

• Facilities Operations & Workplace Management
• Lead day-to-day facilities operations across the London office.
• Line manage the London Facilities team, including objective setting, day-to-day guidance, and performance management.
• Manage hard and soft Facility Management services, including:
• Mechanical and electrical systems
• Cleaning and waste management
• Mailroom and office services as required
• Develop and maintain service level agreements with key suppliers and contractors.
• Conduct regular audits, inspections, and performance reviews.

• Critical Infrastructure Management
• Oversee critical office infrastructure supporting trading and technology operations.
• Coordinate maintenance and testing of:
• Building monitoring systems
• Work closely with Technology, Network Engineering, and Security teams to ensure operational resilience.
• Support incident response and escalation procedures for facilities-related outages.

• Projects & Capital Works
• Lead office fit-outs, refurbishments, and expansion projects.
• Manage project budgets, procurement processes, and contractor performance.
• Coordinate workplace redesign initiatives supporting hybrid and growth strategies.
• Deliver sustainability and energy-efficiency projects.

• Fire Safety
• Emergency response planning
• Risk assessments
• Business continuity arrangements
• Contractor management
• Manage statutory inspections and ensure compliance documentation remains current.
• Support ISO and operational resilience requirements where applicable.

• Financial & Vendor Management
• Collaborate with Facilities Leads to impact and manage annual facilities budgets and capital expenditure plans for your region.
• Lead contract negotiations and supplier tenders.
• Monitor vendor KPIs and drive continuous service improvement.

Partner with HR and workplace services on workplace initiatives. Support senior leadership visits, client events, and business-critical meetings.

8+ years’ facilities management experience; 3 years’ + experience in leading a facilities team.

Experience within financial services, trading firms, technology companies, data centres, or mission-critical environments.

Strong understanding of hard services and technical building infrastructure.

Proven experience managing third-party vendors and service contracts.

Demonstrated delivery of office relocations, fit-outs, or major capital projects.

Engineering qualification (Mechanical, Electrical, Building Services, or equivalent).

NEBOSH General Certificate or IOSH Managing Safely (an advantage).

Prince2, PMP, or similar project management certification (an advantage).

Strong stakeholder management skills.

Commercial and financial acumen.

Crisis management and decision-making under pressure.

Ability to operate in a fast-paced, high-performance environment.