London Facilities Operations Coordinator

AJ Chambers ®; City Of London; On-site; GBP 28,000 - 34,000; Full time

Job summary

AJ Chambers is seeking a Facilities Administrative Assistant to join our London office. You will play a hands-on role ensuring the smooth running of the workplace, supporting staff and visitors, and assisting the Facilities Manager with a range of operational tasks.

This role offers exposure to facilities management within a professional services environment and opportunities to contribute to internal projects and cross-office initiatives.

Qualifications

• Strong IT skills with good working knowledge of Microsoft Word and Excel.
• Experience coordinating meeting rooms, events or functions.
• Experience in a professional services environment is desirable.

Responsibilities

• Support the Facilities Manager and London Facilities Helpdesk service.
• Respond to and manage Facilities Helpdesk enquiries (email, Teams, calls), allocating tasks to departments.
• Coordinate set-up of client meeting rooms and events, including furniture and equipment configuration.
• Maintain the Facilities Helpdesk inbox and filing systems.
• Act as the main contact for staff regarding facilities issues, coordinating resources to resolve problems.
• Liaise with contractors and suppliers across building management, cleaning and access control services.
• Monitor and communicate daily with on-site M&E engineers and subcontractors.
• Work across systems including BMS, Access Control, CCTV and M&E portals.
• Manage internal spreadsheets for facilities usage (task logs, lockers, parking, occupancy, desk allocation).
• Order and manage office supplies, liaising with vendors.
• Conduct daily checks of key office areas ensuring cleanliness and functionality.
• Support new joiner and leaver processes, including inductions and business card orders.
• Assist with internal office moves and communications.
• Process invoices, raise POs, manage credit card expenses via finance systems.
• Contribute to internal projects and firmwide initiatives.
• Maintain and update Facilities intranet pages, guides and contact lists.
• Ensure security measures comply with firm policies and guidelines.
• Adhere to legal and regulatory obligations.

Skills

Microsoft Word

Microsoft Excel

Facilities coordination

Helpdesk handling

Vendor liaison

Tools

MS Office

Job description

AJ Chambers is seeking a Facilities Administrative Assistant to join our London office. You will play a hands-on role ensuring the smooth running of the workplace, supporting staff and visitors, and assisting the Facilities Manager with a range of operational tasks.

This role offers exposure to facilities management within a professional services environment and opportunities to contribute to internal projects and cross-office initiatives.