Facilities Administrator

Huntress; City Of London; On-site; GBP 33,000 - 35,000; Full time

Job summary

An independent school based in Gunnersbury is seeking a Facilities Administrator to ensure the efficient operation of the premises. The role involves managing the facilities ticketing system, coordinating maintenance, and ensuring compliance with health and safety regulations. Ideal candidates will have strong administrative skills, preferably in an educational setting, and proficiency in MS Office applications. Additional benefits include generous leave, subsidised lunches, and a company pension. This position is office-based and offers a supportive working environment.

Benefits

25 leave plus bank holidays

Subsidised lunches daily

Company pension 4% employer and 4% employee

Cycle to work

Parking

Employee Assistance Program

Flexible hours during term and holidays

Qualifications

• Experience ideally within a school environment, open to other industries.
• Strong administration skills required.
• Proficiency in MS Office (Word, Excel, Outlook).
• Experience in Zendesk is advantageous.
• Must be reliable, trustworthy, and can work independently.
• DBS clearance is advantageous.

Responsibilities

• Manage the facilities ticketing system and maintenance requests.
• Coordinate yearly routine maintenance with contractors.
• Liaise with external contractors and service providers.
• Maintain accurate records and documentation of operations.
• Prepare basic reports for senior management.
• Coordinate health and safety activities.

Skills

Facilities administration experience

Strong administration skills

MS Office including Word, Excel, Outlook

Experience of using Zendesk

Reliable and trustworthy

DBS cleared

Job description

Facilities Administrator Salary: 33,000 - 35,000

Based in Gunnersbury, West London

Office Based

An international independent school based in Gunnersbury, West London are looking a Facilities Administrator to start ASAP. The Facilities Administrator supports the efficient operation of the school's premises by providing administrative coordination for all facilities activities. This includes managing the facilities ticketing system and maintenance requests, coordinating procurement of maintenance supplies and equipment, liaising with external suppliers and contractors for facilities projects, and helping ensure compliance with health and safety regulations on site.

Facilities Administration duties include:

• Manage the facilities ticketing system by logging incoming maintenance requests, prioritising tasks, and assigning tickets to the facilities team.
• Track progress of outstanding requests and ensure timely completion, minimising disruption to teaching and learning.
• Coordinate and schedule yearly routine maintenance with contractors such as deep cleans, fire extinguisher filling, boiler maintenance.
• Ensure all preventative maintenance and reactive repair tasks are carried out promptly and to a high standard by contractors.
• Liaise with external contractors, vendors, and service providers for specialised facilities work or projects as directed by the HR Director.
• Ensure all contractors coming to site are escorted and have relevant Safeguard Checks.
• Manage purchasing for the facilities department to maintain appropriate stock levels of maintenance supplies and equipment.
• Maintain accurate records and documentation for all facilities operations.
• Prepare basic reports or summaries of facilities activities for senior management.
• Coordinate regular health and safety activities such as fire alarm tests, fire drills, and equipment safety inspections.
• Provide a facility to do list from external Health & Safety audits.
• Provide administrative support for any facilities improvement projects or larger maintenance works.

Experience and skills required:

• Facilities administration experience ideally within a school environment, open to other industries
• Strong administration skills
• MS Office including Word, Excel, Outlook
• Experience of using Zendesk advantageous, training will be given
• Reliable, trustworthy, can work independently.
• DBS cleared - advantageous

Benefits:

• 25 leave plus bank holidays, closed at Christmas, holidays to be taken in school holidays
• Subsidised lunches daily
• Company pension 4% employer and 4% employee
• Cycle to work
• Parking
• Employee Assistance Program
• Hours: 8am - 4pm during term time / 9am-4pm during holidays

We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.

PLEASE NOTE: We can only consider applications from candidates who have the right to work in the UK.