Facilities Administrator

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

Job summary

A leading company is seeking a Facilities Administrator in East London to manage administrative duties for luxury development blocks. The role involves supporting the Facilities Team, handling correspondence, and ensuring compliance with health and safety standards. Ideal candidates will have strong organizational skills, excellent communication abilities, and relevant experience in facilities management.

Qualifications

• Minimum of 1 year experience in facilities or estate management.
• Experience managing external suppliers, contractors, and consultants is desirable.

Responsibilities

• Support the on-site Facilities Team with administrative tasks.
• Handle email correspondence on behalf of the FM department.
• Maintain records of planned maintenance and servicing activities.

Skills

Communication

Organizational Skills

Problem-Solving

Team Player

Education

NEBOSH Health & Safety Qualification

IOSH Health & Safety Qualification

Tools

Outlook

Word

Excel

PowerPoint

Job description

We're looking for a Facilities Administrator to join the team completing the administration duties for two neighbouring luxury development blocks, based in East London.

Time: 8:30am - 5:30pm

Shift: Monday to Friday

Duties & Responsibilities

• Support the on-site Facilities Team with administrative aspects of the site.
• Report to the Facilities Manager (FM) and collaborate to ensure the smooth operation of the estate and excellent customer service to residents and tenants.
• Handle email correspondence and communication on behalf of the FM department.
• Attend and minute meetings as required.
• Maintain insurance correspondence, records, and tracker information, including liaising with residents, leaseholders, managing agents, and contractors for access arrangements.
• Liaise with the Site Team and support office as needed.
• Deputise in the absence of the Facilities Coordinator.
• Keep records of planned maintenance and servicing activities up to date.
• Provide clear reports to the Facilities Coordinator, Manager, and department, escalating issues promptly.
• Participate in maintaining the culture, policies, and high standards of Ballymore Group as part of the Residential Site Team.

Administration

• Review RAMs, issue permits to work, and log permit activities.
• Take landlord meter readings monthly.
• Assist with weekly fire alarm and AOV testing.
• Record information related to Facilities & Maintenance Service Partners, Consultants, and Suppliers.
• Provide administrative support to the Facilities Coordinator and Manager.
• Serve as the first point of contact for the on-site Facilities Team for inquiries via phone, email, and letters, responding proactively and on behalf of the team.
• Coordinate access for planned works and reactive repairs, ensuring proper documentation and follow-up.
• Draft communications for residents and tenants regarding works and disruptions.
• Maintain efficient filing systems, trackers, and diary management.

Health, Safety, Welfare & Compliance

• Adhere to the Site’s Emergency Action Plan.
• Report and record accidents and incidents following procedures.
• Understand and promote health, safety, and compliance activities per BAML policies.
• Attend safety meetings and toolbox talks.
• Review and update Standard Operating Procedures related to facilities management.
• Conduct regular inspections and safety audits, addressing findings.
• Record utility meter readings and report data to the Facilities department.
• Operate the on-site BMS system and provide feedback as needed.

General

• Provide regular reports to the Facilities Manager and department.
• Stay informed about new legislation and industry best practices.
• Coordinate with colleagues and report on standards of facilities management.

Skills, Experience & Qualifications

• Working towards or holding a NEBOSH or IOSH Health & Safety qualification.
• Proficient in Outlook, Word, Excel, and PowerPoint.
• Excellent communication skills, both verbal and written.
• Strong organizational skills.
• Friendly, reliable team player.
• Ability to multitask and work under pressure.
• Minimum of 1 year experience in facilities or estate management (Essential).
• Experience managing external suppliers, contractors, and consultants (Desirable).
• Familiarity with facilities documentation such as O&M manuals, drawings, reports, compliance certificates, and PPM planners (Desirable).
• Professional presentation of written communication, with attention to grammar and formatting.
• Problem-solving skills to ensure smooth department operations.

*Ballymore operates as an equal opportunities employer.