Junior Administrator

Landmark FM; Greater London; Hybride; GBP 25 000 - 28 000; Plein temps

Avantages offerts par ce poste

Competitive salary based on experience

Full time, permanent employment

Training and support from an expertops

Opportunity to develop knowledge of FM

A friendly, family run working enviro

Opportunity to grow with the business

Résumé du poste

Landmark Facilities Management in West London is seeking a Junior Administrator to support both Planned Preventative Maintenance (PPM) and Reactive Maintenance operations. You will help schedule engineers, log maintenance requests, and keep jobs tracked from instruction to completion.

The role is office-based with an initial hybrid option, offers a salary of £25,000–£28,000 and a supportive operations team.

Qualifications

• Excellent organisational and time management skills.
• Confident written and verbal communication.
• Good working knowledge of Outlook, Excel and Word.
• Ability to manage multiple tasks and changing priorities.
• Strong attention to detail and a proactive approach to problem solving.
• A positive attitude and willingness to learn.
• Ability to work independently and as part of a team.

Responsabilités

• Assist with planning and scheduling routine maintenance visits.
• Coordinate engineers and subcontractors, ensuring appointments and site access are arranged.
• Monitor upcoming, outstanding and overdue maintenance tasks.
• Maintain accurate maintenance schedules and records.
• Chase engineers and contractors for completed job sheets, reports and certification.
• Update clients on maintenance schedules and progress.
• Receive and log maintenance requests from clients.
• Raise and allocate jobs to engineers and subcontractors.
• Coordinate attendance, appointments and access arrangements.
• Monitor outstanding jobs and follow up to ensure timely completion.
• Keep clients updated on job progress and any delays.
• Assist with obtaining quotations and raising purchase orders.
• Ensure completed job sheets, photographs and supporting documentation are received and recorded.
• Maintain accurate records within our Joblogic facilities management system.
• Respond to telephone calls and emails professionally.
• Assist with preparing maintenance reports and client updates.
• Support the operations team with general administration and coordination.
• Help improve existing processes and maintain organised records.

Connaissances

Organisational skills

Time management

Communication

MS Outlook

MS Excel

MS Word

Multi-tasking

Attention to detail

Team player

Outils

Microsoft Outlook

Microsoft Excel

Microsoft Word

Description du poste

Junior Administrator (PPM & Reactive Maintenance)

• Company: Landmark Facilities Management
• Location: Ealing, West London
• Job Type: Full Time, Permanent
• Salary: £25,000 to £28,000 per annum, depending on experience
• Working Days: Monday to Friday, office based initially with option to hybrid

About Us

Landmark Facilities Management is a family run business based in West London, providing planned preventative maintenance, reactive repairs, building compliance and refurbishment services across London, Buckinghamshire and the surrounding areas. We’re a growing business looking for an organised, motivated and reliable individual to join our operations team.

About the Role

We are looking for a Junior Administrator to support the daily coordination of both our Planned Preventative Maintenance (PPM) and Reactive Maintenance departments. This is a varied role involving scheduling engineers, managing maintenance requests, communicating with clients and contractors, and ensuring jobs are properly tracked from initial instruction through to completion. You’ll work closely with our Operations Manager and wider team, receiving training and support while developing your skills within the facilities management industry. Previous experience in facilities management is not essential. We’re looking for someone who is organised, enthusiastic and willing to learn.

Key Responsibilities

• Planned Preventative Maintenance (PPM)
  • Assist with planning and scheduling routine maintenance visits..
  • Coordinate engineers and subcontractors, ensuring appointments and site access are arranged..
  • Monitor upcoming, outstanding and overdue maintenance tasks..
  • Maintain accurate maintenance schedules and records..
  • Chase engineers and contractors for completed job sheets, reports and certification..
  • Update clients on maintenance schedules and progress..
• Reactive Maintenance
  • Receive and log maintenance requests from clients..
  • Raise and allocate jobs to engineers and subcontractors..
  • Coordinate attendance, appointments and access arrangements..
  • Monitor outstanding jobs and follow up to ensure timely completion..
  • Keep clients updated on job progress and any delays..
  • Assist with obtaining quotations and raising purchase orders..
  • Ensure completed job sheets, photographs and supporting documentation are received and recorded..
• General Administration
  • Maintain accurate records within our Joblogic facilities management system..
  • Respond to telephone calls and emails professionally..
  • Assist with preparing maintenance reports and client updates..
  • Support the operations team with general administration and coordination..
  • Help improve existing processes and maintain organised records..

What We’re Looking For

• Excellent organisational and time management skills..
• Confident communication skills, both written and verbal..
• Good working knowledge of Microsoft Outlook, Excel and Word..
• Ability to manage multiple tasks and changing priorities..
• Strong attention to detail and a proactive approach to problem solving..
• A positive attitude and willingness to learn..
• Ability to work independently and as part of a team..

Desirable but not essential

• Previous experience in an administrative or office based role..
• Experience in facilities management, property maintenance or a similar industry..
• Experience using Joblogic or another CAFM system..
• Experience coordinating engineers, contractors or maintenance schedules..

What We Offer

• Competitive salary based on experience..
• Full time, permanent employment..
• Training and support from an experienced operations team..
• Opportunity to develop your knowledge of facilities management and building maintenance..
• A friendly, family run working environment..
• Opportunity to grow with the business as we expand..

About Landmark FM

Landmark Facilities Management is a family run business based in Ealing, West London, with over 20 years of experience in the facilities management industry. We provide planned and reactive maintenance, building compliance, cleaning and refurbishment services across London, Buckinghamshire and the surrounding areas. Our core values are simple: We Care, We Own Problems, We Finish What We Start, and Compliance Comes First. These values shape how we work with our clients, support our colleagues and take responsibility for the buildings we manage. What makes Landmark different is our personal approach and commitment to accountability. Our promise is simple: If we manage it, we own it. We believe in taking responsibility, solving problems and seeing things through rather than passing the responsibility to someone else. We’re currently entering an exciting period of transformation and growth. We’re investing in our people, improving our systems, building a stronger team and actively expanding our client base. We’re ambitious about where we’re heading, and we’re looking for people who want to be part of that journey. Joining Landmark now means having the opportunity to develop your skills, take on greater responsibilities and grow alongside the business as we build something we’re genuinely proud of.

Experience: Not required

Employment: Full-time

Schedule: Monday - Friday, 9am - 5pm

Salary: £25,000 – £28,000 yearly