Facilities Administrative Assistant

FACILITIES ADMINISTRATIVE ASSISTANT

LONDON

Salary: Competitive salary, dependent on experience (a clearly stated salary range typically increases candidate engagement – to be confirmed before posting)

Location: London (5 days per week office based)

Hours: Full time

THE ROLE

An excellent opportunity has arisen for a Facilities Administrative Assistant to join a top international law firm, supporting the day-to-day running of its London office. The Facilities Administrative Assistant will play a key role in the smooth operation of Facilities Helpdesk enquiries, general administration, supplies management, and logging of M&E jobs, while also assisting the Facilities Manager on a range of projects and working closely with the wider team.

This is a varied, hands-on role suited to someone who enjoys problem-solving, working with a broad range of contractors and stakeholders, and keeping a busy office running smoothly. This is a 5-day office based role.

KEY RESPONSIBILITIES AS FACILITIES ADMINISTRATIVE ASSISTANT

• Supporting the Facilities Manager and the London Facilities Helpdesk service
• Responding to, actioning, and monitoring all Facilities Helpdesk enquiries via email, Teams and calls, assigning tasks to the relevant departments
• Maintaining the Facilities Helpdesk inbox, job log, and associated folder and filing systems on a daily basis
• Acting as the main point of contact for London staff regarding faults, failures, spills and leaks, and coordinating the right resources to resolve issues
• Drafting Facilities Helpdesk email communications, intranet news items, and updates on the building smart app
• Liaising with contractors and suppliers including building management, cleaning, M&E, and other FM related service providers and subcontractors
• Communicating daily with the on-site M&E engineer and other subcontractors
• Ensuring permits to work are in place for contractors and that compliance with safety protocols and Helpdesk/H&S procedures is maintained
• Working daily across systems including Digital ID, Access Control, BMS and the M&E portal
• Managing internal spreadsheets covering facilities use, such as lockers, parking, occupancy and desk usage
• Ordering office supplies including desk equipment, stationery and new joiner items
• Conducting daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and completing daily floor walks
• Overseeing the new joiner and leaver process, including providing office tours to new joiners
• Creating and ordering business cards

WHAT WE’RE LOOKING FOR

• Experience in a professional services environment is desirable
• Good systems knowledge, including strong working knowledge of Microsoft Word, Excel and PowerPoint
• A reliable, enthusiastic and responsive team player with a genuine interest in supporting staff and visitors through excellent facilities service
• A common sense, practical approach to problem-solving
• Strong communication skills, with the ability to influence and educate staff on best practice use of office facilities
• Solid organisational, administrative and planning skills, with the ability to prioritise and multi-task
• Good troubleshooting skills and sound judgement when issues arise
• A flexible approach to daily tasks and working hours

This is a great opportunity for a proactive Facilities Administrative Assistant to join a supportive team within a top international law firm and take ownership of a varied, central role in office operations.

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