Facilities Administrator

Ballymore; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in London is seeking a Facilities Administrator to support their on-site Facilities Team. The role involves various administrative duties, ensuring optimal customer service and compliance with health and safety standards. Ideal candidates should have at least 1 year of experience in facilities management, excellent communication skills, and proficiency in office software.

Qualifications

• Minimum 1 year experience in facilities or estate management.
• Ability to deliver clear and concise information.
• Experience in management of external suppliers and contractors is desirable.

Responsibilities

• Support the on-site Facilities Team with administrative tasks.
• Handle email correspondence on behalf of the Facilities Manager.
• Ensure compliance with health and safety standards.

Skills

Excellent computer skills

Good communication skills

Good organisational skills

Attention to detail

Ability to multitask

Tools

Outlook

Word

Excel

PowerPoint

Job description

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Facilities Administrator - Permanent, South West London

Hours : 40 per week, 08.30am - 17.30pm Monday to Friday

Duties & Responsibilities

• To support the on-site Facilities Team with administrational aspects of the Resort.
• Reporting into the Facilities Manager (FM) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants.
• E-mail correspondence & communication on behalf of FM department on site.
• To maintain Insurance correspondence, records & tracker information at all times. This includes communicating with Residents/Leaseholders/Managing Agents and Contractors to arrange access for leak tracing and repair.
• To ensure all the records of planned maintenance and servicing activities

Administration

• Responsible for recording relevant accurate information on all Service Partners, Consultants and Suppliers relating to Facilities & Maintenance
• Provide administrative support to Facilities Coordinator and Facilities Manager.
• Be the first point of contact for the on-site Facilities Team in relation to all telephone enquiries, emails and letters and B-Life. Where appropriate deal with the correspondence proactively and reply on behalf of the Facilities Team. If necessary, pass the query to the relevant department or function, following up to ensure the query is dealt with in a timely manner.
• Draft communication to residents, Resort Team and commercial units for planned works, unplanned disruptions, loss of services or planned/unplanned isolations of services.
• Arrange access (both Landlord’s areas and residential & commercial demised areas) for any planned essential works such as Planned Preventative Maintenance works.

Health, Safety, Welfare & Compliance

• Understand and adhere to the Resort’s Emergency Action Plan in the event of an emergency situation.
• Report and record any accidents in the accident book and also ensure that Accident, Incident and Near Miss Reporting Procedure is followed locally.
• Have a good understanding of health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures.
• Increase H&S awareness and promote a positive H&S culture throughout the local Resort Team
• Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates.
• Carry out regular readings of utility meters and provide data to the Facilities department for central tracking and analysis with the Facilities Coordinator or Facilities Manager.

Skills & Experience

• Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint.
• Good communication skills (inc telephone manner) With the ability to deliver clear and concise information both verbally and written.
• Good organisational skils and attention to detail.
• Ability to multitask and work under pressure.
• Experience working in facilities or estate management for a minimum of 1 year (Essential)
• Experience in the management of external suppliers, contractors and consultants covering a range of services (Desirable)
• Ensure problems that arise are dealt with and solutions are found to ensure the smooth running of the department.

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Created on 22/06/2025 by TN United Kingdom