Facilities Administrator

CBRE HV; Greater London; On-site; GBP 26,000 - 38,000; Full time

Job summary

CBRE Global Workplace Solutions in London is seeking a Facilities Administrator to support the Facilities Operations team with a wide range of administration, scheduling, compliance and reporting tasks.

You will organise meetings, manage rosters, monitor training, handle work orders and coordinate with vendors and cross-functional teams to maintain smooth site operations.

Qualifications

• Strong written and verbal communication skills.
• IT literate with MS Word, Excel and PowerPoint.
• Proven customer service skills.
• Able to prioritise a varied workload to meet deadlines.
• Self-motivated, accurate and detail-oriented.
• Collaborative team player with cross-functional experience.
• Adaptable and quick to learn new tools and processes.

Responsibilities

• Organise team meetings, take minutes and track actions to closure.
• Manage weekly team rota and timesheet entries.
• Maintain team and site distribution lists.
• Provide cover for the Technical Administrator during absences.
• Maintain training matrix and coordinate training with EHS.
• Coordinate workplace inspections and remedial actions.
• Maintain PPE issue and inspection records.
• Manage shared drive, filing compliance documents.
• Support work order management and ensure tasks are updated and closed within SLA.
• Perform health checks on PPM schedules in the CMMS and support close-out.
• Compile and report monthly waste and utility data.
• Collect customer feedback and drive action plans.
• Provide financial administration: issuing quotes, purchase orders, expenses.
• Build relationships with vendors and cross-functional partners; assist IT issues.
• Handle confidential personnel, financial and compliance information.
• Undertake other duties as directed by Facilities Management.

Skills

Strong written and verbal comms

IT literate

Customer service

Prioritisation

Detail oriented

Team player

Adaptable

Tools

Microsoft Word

Microsoft Excel

PowerPoint

CMMS

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 AdministratorCBRE 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.

Additional Information

If you require any adjustments or support in connection with your application or the recruitment process, please contact [e-mail] . We are committed to ensuring that all candidates can participate fully in the process.

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