Facilities Administrator

AJ Chambers; Greater London; On-site; GBP 27,000 - 34,000; Full time

Job summary

AJ Chambers in London is seeking a proactive Facilities Administrative Assistant to join our busy office-based team. You will be the first point of contact for facilities queries, coordinating maintenance, supplies and onboarding for new joiners while supporting the Facilities Manager and team.

This varied role involves working with contractors, managing documents and records, and contributing to workplace projects and events to improve the office experience.

Qualifications

• 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.

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

Customer service

Prioritisation

Attention to detail

Stakeholder management

MS Office

Tools

MS Office

Teams

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.