Facilities Administrator

Career Legal; City Of London; On-site; GBP 30,000 - 36,000; Full time

Job summary

Career Legal, a leading London law firm, is seeking an experienced Facilities Administrator to join our team in London. The role involves supporting the Facilities Manager, handling enquiries via email, phone and platforms, and coordinating with various service providers to keep the workplace running smoothly.

You will maintain helpdesk records, manage health and safety compliance, and assist with onboarding, office supplies, and project support.

Responsibilities

• Respond to, action and monitor facilities enquiries received via email, collaboration platforms and telephone.
• 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 and other workplace-related matters, coordinating resources to resolve them.
• Prepare and distribute facilities-related communications, internal updates and building notifications.
• Liaise with contractors, suppliers and external service providers, including building management, cleaning, mechanical and electrical services.
• Work with internal support teams to address facilities-related issues in a timely manner.
• Maintain communication with on-site engineers and contractors, ensuring documentation and permits are in place and health and safety procedures are followed.
• Coordinate onboarding/offboarding from a workplace/facilities perspective and arrange business cards and office supplies.
• Assist with administration of invoices, purchase orders and expenses through internal systems.
• Support workplace projects, events and office activities across the organisation.

Job description

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.