FACILITIES ADMIINISTRATIVE ASSISTANT
LONDON
UP TO £33,000
My client a leading London law firm are looking for an experienced Facilities Administrator to join their team.
Duties
- Support the Facilities Manager and wider workplace/facilities support function.
- Respond to, action and monitor facilities enquiries received via email, collaboration platforms and telephone, allocating tasks to the appropriate teams or service providers.
- Maintain the facilities helpdesk, job log, records and associated filing systems.
- Act as a key point of contact for employees regarding building faults, maintenance issues, spills, leaks and other workplace-related matters, coordinating the appropriate resources to resolve them.
- Prepare and distribute facilities-related communications, internal updates and building notifications.
- Liaise with a range of contractors, suppliers and external service providers, including building management, cleaning, mechanical and electrical services and other facilities specialists.
- Work closely with internal support teams to ensure facilities-related issues are addressed efficiently and within appropriate timescales.
- Maintain regular communication with on-site engineers and contractors.
- Ensure appropriate contractor documentation and permits are in place and that relevant health, safety and compliance procedures are followed.
- Use a range of workplace management, access control, building management and maintenance systems to support day-to-day operations.
- Maintain internal records and spreadsheets relating to workplace facilities, including lockers, parking, occupancy and desk utilisation.
- Order office equipment, stationery and workplace supplies, including items required for new starters.
- Carry out regular workplace inspections and floor walks, checking reception areas, kitchens, meeting rooms and other facilities to ensure they meet required standards of cleanliness, presentation and supply.
- Coordinate the onboarding and offboarding process from a workplace/facilities perspective.
- Arrange business cards and other workplace-related requirements for employees.
- Provide workplace and office inductions/tours for new starters.
- Assist with the administration, ordering and authorisation of office stationery and supplies.
- Process facilities-related invoices, purchase orders and corporate expenses through internal financial systems.
- Support workplace projects, initiatives, events and office activities, collaborating with teams across the organisation where required.
- Maintain internal facilities information, including workplace guidance, emergency/out-of-hours information, useful contacts and other relevant documentation.
- Support the implementation of appropriate workplace security measures in accordance with company policies and procedures.
- Work alongside Health & Safety colleagues to ensure appropriate housekeeping and workplace standards are maintained.
- Act as a designated Fire Warden and First Aider, supporting the organisation's general health, safety and emergency procedures.
Apply today for immediate consideration!
