Facilities Administrator

CBRE Group, Inc.; Greater London; On-site; GBP 28,000 - 36,000; Full time

Job summary

CBRE Global Workplace Solutions is recruiting a Facilities Administrator to join the team in London. You will handle administration duties in support of the Facilities Operations team, organising meetings, managing rosters and maintaining records to keep services running smoothly.

The role requires strong communication, IT skills (Word/Excel/PowerPoint) and a proactive, collaborative approach to work. You’ll support compliance, reporting, and vendor coordination while protecting confidentiality

Qualifications

• Strong written and verbal communication with staff at all levels.
• IT literate with Microsoft Word, Excel and PowerPoint proficiency.
• Proven customer service skills with professional approach.
• Ability to prioritise a varied workload and meet deadlines.
• Self-motivated, accurate and detail-oriented.
• Collaborative team player with cross-functional experience.

Responsibilities

• Organise team meetings, take minutes and track actions through to closure.
• Manage weekly team rota and assist with timesheet entries.
• Maintain team distribution lists and provide cover for the Technical Administrator.
• Maintain training matrix and coordinate with EHS for training.
• Coordinate workplace inspections and log findings and remedial actions.
• Manage PPE issue and inspection records.
• Maintain shared drive and ensure service sheets and compliance documents are filed.
• Support work order management and CMMS health checks.
• Compile monthly waste and utility data; highlight trends.
• Collate customer feedback and ensure timely action plans.
• Provide financial administration: quotes, purchase orders, expenses.
• Build relationships with vendors and cross-functional partners; assist IT/escalate as needed.
• Handle confidential information with discretion.
• Undertake ad-hoc duties as directed by Facilities Management.

Skills

Communication

IT literacy

Customer service

Prioritisation

Attention to detail

Teamwork

Adaptability

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting for a Facilities Administrator

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Facilities Administrator to join the team located in London.. The successful candidate will be responsible for all aspects of administration duties in support of the Facilities Operations team.

What You’ll Do:

Administration & Coordination

• Organise team meetings, take minutes and issue them in a timely manner, tracking all actions through to closure
• Manage the weekly team rota and support the team with timesheet entries
• Maintain team and site distribution lists
• Provide cover for the Technical Administrator during periods of sickness and leave

Compliance & Records

• Maintain the training matrix, tracking completion and flagging gaps to line managers; liaise with the EHS (Environment, Health & Safety) Coordinator to book training
• Coordinate the administration of workplace inspections, including scheduling, logging findings and tracking remedial actions to completion
• Maintain PPE (Personal Protective Equipment) issue and inspection records
• Manage the team's shared drive, ensuring service sheets and compliance documents are filed accurately and promptly, and reviewing regularly to confirm documents remain current and in date

Systems, Work Orders & Reporting

• Support work order management across the wider team, ensuring tasks are acknowledged, updated regularly and closed within SLA (Service Level Agreement)
• Carry out regular health checks on PPM (Planned Preventative Maintenance) schedules in the CMMS (Computerised Maintenance Management System) and support close-out of tasks where required
• Compile and report monthly waste and utility data, highlighting trends and exceptions
• Collate customer feedback, distribute to the relevant stakeholders and ensure an action plan is agreed and returned within the required timeframe

Finance

• Provide financial administration support, including circulating quotes, raising purchase orders and processing expenses

Stakeholder & Vendor Management

• Build and maintain effective relationships with vendors, supporting call-out coordination and PPM planning as required
• Build and maintain effective relationships with cross-functional partners, coordinating works and keeping relevant team members informed
• Support the team in resolving IT and telephony issues, escalating to IT where needed

General

• Handle all personnel, financial and compliance information with appropriate confidentiality and care
• Undertake any other reasonable duties or ad‑hoc tasks as directed by the Facilities Management team, in line with the needs of the business

What you’ll need:

• Strong written and verbal communication skills, with the ability to engage confidently and professionally with staff at all levels
• IT literate, with solid working knowledge of Microsoft Word, Excel and PowerPoint
• Proven customer service skills, with a professional and responsive approach
• Able to prioritise a varied workload and manage competing demands to meet deadlines
• Self‑motivated and conscientious, with a high level of accuracy and attention to detail
• Collaborative team player, comfortable working across functions with a "one team" mentality
• Adaptable and willing to learn, developing new skills and adjusting to changing priorities and environments

About CBRE Global Workplace Solutions:

Why CBRE

When you join CBRE, you become part of the global leader in commercial real estate services and investment that helps businesses and people thrive. We are dynamic problem solvers and forward‑thinking professionals who create significant impact. Our collaborative culture is built on our shared values — respect, integrity, service and excellence — and we value the diverse perspectives, backgrounds and skillsets of our people. At CBRE, you have the opportunity to chart your own course and realize your potential. We welcome all applicants.

Applicant AI Use Disclosure

We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process.