Facilities Administrator

ABM UK; Wembley; On-site; GBP 30,000; Full time

Job summary

A leading facilities management company is seeking a Facilities Administrator to provide essential administrative support to the Facilities Manager. Responsibilities include coordinating daily operations, ensuring compliance with health and safety standards, and managing documentation. Ideal candidates will possess strong organizational skills and previous experience in facilities administration. The role offers a salary of £30,000 per annum and a range of benefits.

Benefits

24/7 GP services

Mental health support

Get Fit Programme

Cycle to work scheme

Access to employee app for perks and support

Qualifications

• Attention to detail and ability to work under pressure.
• Experience in facilities administration is preferred.

Responsibilities

• Support the Facilities Manager in coordinating daily operations.
• Handle processing and compliance CAFM systems.
• Liaise with tenants regarding facilities issues.

Skills

Strong administrative and organizational skills

Excellent communication and interpersonal abilities

Proficiency in MS Office

Knowledge of health and safety compliance

Ability to manage multiple tasks

Previous experience in facilities administration

Tools

CAFM Systems

HR Platforms

ADP

Job description

Location: London Designer Outlet
Working Hours: Full time 40 hours per week, Monday to Friday, 09:00 - 17:00 (Saturday & Sunday off)
Salary: £30,000.00 per annum

If you require any additional support or adjustments during the recruitment process, please don't hesitate to contact our Recruitment Department at [e-mail]. We're here to help!

Role Purpose

The Facilities Administrator provides essential administrative and operational support to the Facilities Manager and wider team, ensuring smooth coordination of daily operations, compliance with health and safety standards, and efficient management of documentation, finance, and HR processes.

Key Responsibilities

• Support the Facilities Manager in coordinating daily operations and service delivery
• Support the Maintenance Manager delivering PPM's, Reactive and Service Reporting
• Handle processing and compliance CAFM systems
• Handle Work Permit enquiries and maintain accurate compliance documentation
• Manage service providers and maintenance schedules to ensure timely completion of tasks
• Process finance and administrative enquiries, including raising quotes and tracking completion of works
• Assist with HR and payroll queries, including starter/leaver processes and record-keeping in partnership with HR, taking HR meeting minutes
• Maintain personnel records and training matrices for all site teams (Security, Housekeeping, Guest Services, Maintenance)
• Monitor and report on building systems, utilities, and sustainability initiatives
• Liaise with tenants and contractors regarding facilities issues and maintenance requests
• Support health and safety audits, emergency response planning, and fire evacuation training
• Order and maintain stock for facilities management services
• Attend team meetings, produce minutes, and follow up on actions
• Contribute to planning and execution of minor projects and ad hoc duties as required

Skills & Qualifications

• Strong administrative and organizational skills with attention to detail
• Excellent communication and interpersonal abilities for liaising with multiple stakeholders
• Proficiency in MS Office, especially Excell and familiarity with facilities management systems (e.g., CAFM, HR Platforms, ADP)
• Knowledge of health and safety compliance and emergency procedures
• Ability to manage multiple tasks and work under pressure in a fast-paced environment
• Previous experience in facilities administration or a similar role preferred

Preferred Training & Certifications

• Workshops: Health & Safety, Project Coordination
• Courses: CAFM Software, Business Communication
• Certifications: IOSH Working Safely (optional)

Benefits

We're proud to offer a great range of benefits including:

• 24/7 GP: Both you and your immediate family can speak to a UK-based GP from the comfort of your own home
• Mental Health support and Life Event Counseling
• Get Fit Programme
• Financial and legal support
• Cycle to work scheme
• Access Perks at Work, our innovative employee app where you can find:
• Perks: discounts, gift cards, cashback, and exclusive offers
• Life: Search for resources and tools on topics ranging from family and life to health, money and work
• Support: Online chat or telephone service for urgent support in a crisis

About ABM

ABM (NYSE: ABM) is one of the world's largest providers of integrated facility, engineering, and infrastructure solutions. Every day, over 100,000 team members deliver essential services that make spaces cleaner, safer, and efficient, enhancing the overall occupant experience. ABM serves a wide range of market sectors including commercial real estate, aviation, mission critical, and manufacturing and distribution. With over $8 billion in annual revenue and a blue-chip client base, ABM delivers innovative technologies and sustainable solutions that enhance facilities and empower clients to achieve their goals. Committed to creating smarter, more connected spaces, ABM is investing in the future to meet evolving challenges and build a healthier, thriving world. ABM: Driving possibility, together.

ABM are committed to employment practices that promote diversity and inclusion in employment regardless of age, disability, gender reassignment, sex, marriage and civil partnership status, pregnancy and maternity status, race, religion or belief. We are proud members of the Armed Forces Covenant Employer Recognition Scheme.