Facilities Administrator

Career Legal; Greater London; On-site; GBP 30,000 - 35,000; Full time

Job summary

Career Legal in London is seeking a Facilities Administrator to support daily facilities operations, handle Helpdesk inquiries, manage supplies and assist with M&E job logging.

This 5-day, office-based role involves coordinating with contractors, maintaining documentation, and ensuring safety and compliance across the facility.

Qualifications

• Experience in a professional services environment.
• Good systems knowledge with Word, Excel and PowerPoint.
• Reliable, enthusiastic, and responsive team player.
• Demonstrates a common sense approach.
• Able to communicate, influence and educate staff on best practice use of its facilities.
• Solid organisational, administrative and planning skills.
• Troubleshooting skills and the ability to apply good judgement to situations as they arise.
• A flexible approach with regard to daily tasks and working hours.

Responsibilities

• Support and assist the Facilities Manager and the London Facilities Helpdesk.
• Respond to and monitor all Facilities Helpdesk enquiries, assigning tasks to relevant teams.
• Daily upkeep of the Helpdesk inbox, job log and filing systems.
• Coordinate resources to fix faults, spills, leaks and other issues.
• Draft communications, intranet news items, and updates.
• Liaise with contractors and suppliers (building management, cleaning, M&E, FM service providers).
• Coordinate with on-site M&E engineers and sub-contractors.
• Ensure permits to work, safety compliance, and Helpdesk/H&S procedures.
• Use systems: Digital ID, Access control, BMS & M&E portal.
• Manage staff facilities data (lockers, parking, occupancy, desk usage).
• Order office supplies and joiner items.
• Daily facility area checks and floor walks; maintain joiner/leaver process.
• Oversee stationery orders when needed; create invoices and PO's.
• Participate in projects and FM-related initiatives with other teams.
• Update Facilities Intranet Pages, Helpdesk guide, and contacts list.
• Ensure security measures align with policies.
• Collaborate with H&S to ensure good housekeeping; act as Floor Fire Warden and First Aider.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Team player

Job description

FACILITIES ADMINISTRATOR

LONDON

£30,000 - £35,000

My client, a leading international law firm based in the City, are seeking a Facilities Administrator to join their team.

The Facilities Administrator plays a key role in supporting the daily facilities operations of the office, Helpdesk enquiries, administration, supplies and assisting with logging of M&E jobs.

This is a 5-day office based role.

THE ROLE

• Support and assist the Facilities Manager and the London Facilities Helpdesk
• Respond to, action, and monitor all Facilities Helpdesk enquiries (email, Teams messages, and calls), assigning tasks to relevant teams
• Daily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log and associated folder/filing systems
• The main contact for office regarding faults, failures, spills leaks and co-ordinate the right resources to fix and resolve issues.
• Drafting and completion of Facilities Helpdesk email communications, intranet news items, and updates
• Liaise with various contractors and suppliers including building management, cleaning, M&E, and all other FM related service providers
• Daily communication with on-site M&E engineer andother sub-contractors
• Ensure permits to work are in place for contractors, ensuring compliance with safety protocols and Helpdesk/H&S procedures
• Daily use of working on different systems: Digital ID, Access control, BMS & M&E portal
• Manage internal spreadsheets for staff use of facilities such as lockers, parking & occupancy and desk usage
• Ordering of office supplies such as desk equipment, stationery and new joiner items.
• Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed.
• Maintain and oversee the new joiner and leaver process
• At times oversee the use, ordering and authorisation of the stationery ordering system.
• Assigning invoices, creating PO’s and credit card expenses using the firm’s account management software.
• Involvement in projects, initiatives, and collaborating with other teams within the firm to ensure FM links with larger projects, events and promotions are fulfilled.
• Updating of the Facilities Intranet Pages, Helpdesk guide and useful contacts list and other documents
• Ensure security measures are in-line with policies and guidelines.
• Collaborate with H&S team to ensure that work areas are adhering to the good housekeeping standards.
• Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are met.

SKILLS AND EXPERIENCE

• Experience in a professional services environment
• Good systems knowledge with a good knowledge of Microsoft Word, Excel and PowerPoint
• Reliable, enthusiastic, and responsive team player
• Demonstrates a common sense approach
• Able to communicate, influence and educate staff on best practice use of its facilities
• Solid organisational, administrative and planning skills
• Trouble shooting skills and the ability to apply good judgement to situations as they arise.
• A flexible approach with regard to daily tasks and working hours.