Facilities Administrator

AJ Chambers ®; Greater London; On-site; GBP 26,000 - 32,000; Full time

Job summary

AJ Chambers is seeking a Facilities Administrative Assistant to join its busy London office, keeping the workplace running smoothly and ensuring colleagues have the support they need. This hands-on role covers the facilities helpdesk, coordinating maintenance, liaising with contractors, managing office supplies and supporting onboarding.

The ideal candidate is reliable, proactive and highly organised, with strong communication and MS Office skills; prior facilities or office management

Qualifications

• Strong administrative and organisational skills.
• Excellent communication and customer service skills.
• Ability to prioritise and manage a busy workload.
• Good attention to detail and a practical, common-sense approach.
• Confidence dealing with people at all levels, as well as external contractors and suppliers.
• Good Microsoft Office skills, particularly Excel, Word and PowerPoint.
• Flexibility to adapt to changing priorities.
• Previous Facilities, Office Management, Helpdesk or professional services experience would be advantageous.

Responsibilities

• Managing the London Facilities Helpdesk, responding to queries via email, Teams and phone.
• Coordinating maintenance requests, faults, leaks, spills and other facilities issues through to resolution.
• Working closely with contractors, suppliers, building management and the on-site M&E team.
• Managing office supplies, stationery, desk equipment and new joiner requirements.
• Supporting the onboarding and leaver process from a Facilities perspective.
• Carrying out daily office and floor checks, ensuring facilities areas are clean, well-presented and fully stocked.
• Maintaining facilities systems, spreadsheets, records and internal documentation.
• Supporting invoices, purchase orders and expenses.
• Providing office tours to new joiners and helping colleagues make the most of the workplace facilities.
• Supporting Facilities projects, events and wider business initiatives.
• Taking on Fire Warden and First Aider responsibilities and supporting good Health & Safety standards.

Skills

Administrative skills

Organisational skills

Communication skills

Customer service

MS Office

Attention to detail

Problem-solving

Prioritisation

Stakeholder management

Flexibility

Tools

Excel

Word

PowerPoint

Job description

Facilities Administrative Assistant | London | Office-Based

Are you organised, proactive and someone who enjoys being the person who makes things happen?

We're looking for a Facilities Administrative Assistant to join a busy London office, playing a key role in keeping the workplace running smoothly and ensuring colleagues have the support they need.

This is a varied, hands-on role where no two days are quite the same. You'll be the first point of contact for facilities queries, coordinating everything from maintenance issues and office supplies to contractors, meeting rooms and new joiner requirements.

Working closely with the Facilities Manager and wider Facilities team, you'll also have the opportunity to get involved in projects, events and initiatives that improve the workplace experience.

What will you be doing?

• Managing the London Facilities Helpdesk, responding to queries via email, Teams and phone.
• Coordinating maintenance requests, faults, leaks, spills and other facilities issues through to resolution.
• Working closely with contractors, suppliers, building management and the on-site M&E team.
• Managing office supplies, stationery, desk equipment and new joiner requirements.
• Supporting the onboarding and leaver process from a Facilities perspective.
• Carrying out daily office and floor checks, ensuring facilities areas are clean, well-presented and fully stocked.
• Maintaining facilities systems, spreadsheets, records and internal documentation.
• Supporting invoices, purchase orders and expenses.
• Providing office tours to new joiners and helping colleagues make the most of the workplace facilities.
• Supporting Facilities projects, events and wider business initiatives.
• Taking on Fire Warden and First Aider responsibilities and supporting good Health & Safety standards.

What are we looking for?

We're looking for someone who is reliable, approachable and naturally proactive - someone who sees a problem and thinks, "How can I fix that?"

You'll need:

• Strong administrative and organisational skills.
• Excellent communication and customer service skills.
• The ability to prioritise and manage a busy workload.
• Good attention to detail and a practical, common-sense approach.
• Confidence dealing with people at all levels, as well as external contractors and suppliers.
• Good Microsoft Office skills, particularly Excel, Word and PowerPoint.
• The flexibility to adapt to changing priorities.
• Previous Facilities, Office Management, Helpdesk or professional services experience would be advantageous.

Why this role?

This is a great opportunity for someone who enjoys a varied and people-focused role and wants to play a visible part in creating a well-run, welcoming and efficient workplace.

You'll have plenty of variety, responsibility and interaction across the business, while working alongside an experienced Facilities team.

London | 5 days in the office

If you're a highly organised administrator who enjoys being busy, solving problems and making a difference to the day-to-day office experience, we'd love to hear from you.