FACILITIES ADMINISTRATIVE ASSISTANT

www.law-choice.com - Jobboard; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

London-based law firm seeks a Facilities Administrative Assistant to support day-to-day office operations. The role focuses on facilities helpdesk, administration, supplies management, and logging of M&E jobs, while assisting the Facilities Manager on projects.

The position is 5 days per week in the office, with a proactive, problem-solving mindset and strong collaboration with contractors and staff.

Qualifications

• Experience in a professional services environment is desirable.
• Strong working knowledge of Word, Excel and PowerPoint.
• Excellent facilities service mindset and team player attitude.
• Good organisational and planning skills with ability to multi-task.

Responsibilities

• Support the Facilities Manager and the London Helpdesk service.
• Respond to and monitor all Facilities Helpdesk enquiries via email, Teams and calls.
• Maintain the Facilities Helpdesk inbox, job log, and filing systems daily.
• Coordinate faults and resources with contractors to resolve issues.
• Draft communications and intranet/news updates for facilities topics.
• Liaise with contractors, building management, M&E, and related service providers.
• Communicate daily with on-site M&E engineers and subcontractors.
• Ensure permits to work and safety protocol compliance are maintained.
• Manage systems including Digital ID, Access Control, BMS and M&E portal.
• Oversee joiner/leaver process and office tours for new staff.
• Order office supplies and manage daily facilities inventory.

Skills

Facilities administration

Microsoft Word

Microsoft Excel

PowerPoint

Strong communication

Organisational skills

Problem solving

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

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.