Facilities Administrator

Ardan Recruitment; Greater London; On-site; GBP 22,000 - 32,000; Full time

Job summary

Ardan Recruitment is partnering with a well-established, independent property management company in Central London to recruit a Facilities Administrator. The role supports the Facilities Management team, acting as a key contact for tenants, contractors and stakeholders to keep buildings safe, compliant and well maintained.

You will handle site documentation, reports, invoicing support and tender coordination, while assisting with health & safety administration and diary coordination.

Qualifications

• Excellent written and verbal communication skills
• Strong organisational skills and ability to manage multiple tasks
• Proactive and flexible, able to work independently or in a team
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
• Willingness to learn and use facilities management software

Responsibilities

• First point of contact for tenants, occupiers and contractors and manage updates through to resolution
• Maintain site documentation, contracts and property records in audit-ready condition
• Produce weekly and monthly facilities reports and assist Accounts with PO/invoicing
• Support tender processes and ensure supplier compliance paperwork is reviewed annually
• Assist with health & safety administration and inspections, and keep utility meter records
• Coordinate diaries, travel, meetings and accommodation for the Facilities Management team
• Attend contractor/tenant meetings, take minutes, and manage keys/access records
• Provide general administrative support to the wider team

Skills

Communication

Organisational skills

Multitasking

Independent working

Team collaboration

Tools

Microsoft Office

Facilities management software

Job description

I'm currently working with a well-established, independent property management company based in Central London to find their next Facilities Administrator. My client manages a portfolio of properties across the UK, and their Facilities Management team works closely with property and asset managers, tenants, contractors and consultants to ensure every building in the portfolio is safe, compliant and well maintained.

The Role

My client is looking for an organised and proactive Facilities Administrator to support their Facilities Management team with the day-to-day activity that keeps the portfolio running smoothly. You'll be a key point of contact for tenants, contractors and internal stakeholders, and will work closely with Facilities Managers, Property/Asset Managers, and the Accounts and Finance team to deliver a consistently high standard of service.

Key Responsibilities

• First point of contact for tenants, occupiers and contractors — logging issues, instructing approved contractors, and keeping everyone updated through to resolution.
• Keep site documentation, contracts and property records accurate, current and audit-ready.
• Produce weekly and monthly facilities reports, and support the Accounts team with purchase orders and invoicing.
• Support the tender process for service suppliers and ensure supplier compliance paperwork is complete and reviewed annually.
• Assist with health & safety administration, property/insurance inspections, and utility meter record-keeping.
• Coordinate diaries, travel, meetings and accommodation for the Facilities Management team.
• Attend contractor and tenant meetings, take minutes, and maintain secure records of keys and access codes.
• Provide general administrative support to the wider team.

About You

• Previous administrative experience, ideally gained within facilities, property management or another customer-focused environment.
• Excellent written and verbal communication skills, with the confidence to liaise with people at all levels.
• Strong organisational skills and the ability to manage multiple tasks and priorities at once.
• A proactive, flexible approach, equally comfortable working independently and as part of a team.
• Good working knowledge of Microsoft Office, including Word, Excel, PowerPoint and Outlook.
• Confident learning and using property or facilities management software systems (full training provided).
• A polite, professional and presentable manner, with good judgement when dealing with a range of stakeholders.
• Previous experience in facilities management is an advantage but not essential.