Project Adminisitrator (Ftc - January Start)

Firmdale Hotels - Head Office; Greater London; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Health cash plan

Discounted cinema tickets

Gym membership

Travel benefits

Complimentary meals on shift

Volunteer day

Job summary

Firmdale Hotels is seeking an experienced Project Administrator to join our central team in London. This 12-month fixed-term contract supports maintenance, refurbishment and business improvement projects across the group, coordinating schedules, documents and supplier activity to ensure on-time, on-budget delivery.

You will work closely with project managers, internal departments and external contractors, maintaining documentation and tracking progress in a fast-paced hotel group environment.

Qualifications

• Extensive experience in a project or facilities office environment.
• Strong organisational and multitasking skills.
• Proven ability to coordinate across multiple projects and stakeholders.
• Comfortable managing contractors, suppliers, and external partners.

Responsibilities

• Provide high-level administrative support to project managers and senior stakeholders.
• Coordinate and schedule project meetings, prepare agendas and take minutes.
• Maintain accurate project documentation, reports, and trackers.
• Liaise with internal departments, housekeeping teams, and external contractors and suppliers.
• Monitor timelines, budgets and milestones to ensure successful project delivery.
• Assist with procurement, contract management and invoice processing.
• Support the coordination of maintenance contracts, supplier performance and logistics.
• Act as a key point of contact for hotel teams regarding ongoing works and contractor visits.
• Identify and help resolve risks and issues impacting project timelines.
• Manage multiple priorities and communicate clearly and effectively across teams.

Skills

Organisational skills

Multitasking

Written & verbal comms

Stakeholder liaison

Proactive problem solving

MS Office

Tools

Microsoft Office

Job description

About Us

Firmdale Hotels is a privately owned luxury hotel group comprising eleven boutique hotels in London and New York, including the Charlotte Street Hotel, Ham Yard Hotel, and Crosby Street Hotel. Renowned for our bold interiors, curated experiences, and exceptional service, our culture is as distinctive as our properties: creative, passionate, and people-focused.

The Role

We are looking for an experienced Project Administrator to join our central team and support the efficient delivery of key maintenance, refurbishment, and business improvement projects across the Firmdale Hotels group.

This is a vital, hands‑on role that requires someone confident in working within a busy project office. From coordinating hotel refurbishments and maintenance schedules to supporting system rollouts and liaising with multiple stakeholders, you'll help ensure projects are delivered on time, within budget and to our high standards.

This is a 12 Month Fixed Term Contract starting January 2027 based at our central London office

Key Responsibilities

• Provide high-level administrative support to project managers and senior stakeholders
• Coordinate and schedule project meetings, prepare agendas and take minutes
• Maintain accurate project documentation, reports, and trackers
• Liaise with internal departments, housekeeping teams, and external contractors and suppliers
• Monitor timelines, budgets and milestones to ensure successful project delivery
• Assist with procurement, contract management and invoice processing
• Support the coordination of maintenance contracts, supplier performance and logistics
• Act as a key point of contact for hotel teams regarding ongoing works and contractor visits
• Identify and help resolve risks and issues impacting project timelines
• Manage multiple priorities and communicate clearly and effectively across teams

What We’re Looking For

• Extensive experience working in a project or facilities office environment
• Strong organisational and multitasking skills
• Proven ability to coordinate across multiple projects and stakeholders
• Comfortable managing contractors, suppliers, and external partners
• A proactive and solutions-focused mindset
• Excellent written and verbal communication skills
• Previous experience in facilities, maintenance, or hotel operations preferred
• Confidence in taking ownership, working independently, and supporting a dynamic team
• Highly proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint

What We Offer

• Competitive salary plus service charge to be discussed at venue.
• Access to Wagestream our financial wellbeing app. Stream your accrued earnings before pay day, benefit from everyday savings and real time financial coaching.
• Health cash plan (including contributions towards dental, optical, alternative and complementary therapies)
• Discounted cinema tickets, gym membership, travel, retailers and restaurants
• Complimentary meals on shift
• Referral bonus scheme for recommending top talent
• Flexible scheduling without split shifts
• Discounted personal dry cleaning
• Enhanced holiday allowance based on length of service
• Season ticket loan for convenient commuting
• Ongoing training, professional development, and fully funded English lessons
• Regular social events, team activities, and fitness sessions
• Benefits like cycle to work scheme and annual long service awards
• One allocated paid day per year for volunteering work
• Exclusive discounts at Design Hotels, staff sales, spa discounts, and product perks
• And much more!!

Why join Firmdale Hotels?

Firmdale Hotels is an international, award winning group of 11 luxury hotels and 10 bars and restaurants in London and New York. World renowned for their unique interiors and exceptional service, the hotels are trailblazers in hospitality and design.

We are delighted to have been recognised by the hospitality and travel industries for the great work our teams have achieved. To name a few of our recent awards and accolades:

• Proud winners of The Times Best Places to Work for both 2024 and 2025
• The Kings Award for Enterprise 2024 for outstanding contribution to International Trade
• Manager of the Year – Helle Jensen – Cateys 2024
• Food & Beverage Manager of the Year - Pedro Paulo - Hotel Cateys 2024
• Hotel Chef of the Year Finalist - Jamie Atkinson - Hotel Cateys 2024
• Haymarket Hotel & The Soho Hotel – One AA Rosette for Culinary Excellence and AA Breakfast Award 2025
• Covent Garden Hotel – One AA Rosette for Culinary Excellence 2025
• Dorset Square Hotel – AA Breakfast Award 2025
• Ham Yard Hotel, Covent Garden Hotel and Haymarket Hotel – Two Michelin Keys 2024
• Charlotte Street Hotel, The Soho Hotel, Knightsbridge Hotel and Number Sixteen Hotel – One Michelin Key 2024
• Ham Yard Hotel - two AA Rosettes for Culinary Excellence, Ham Yard Bar & Restaurant, 2024 as well as an AA Breakfast Award
• Dorset Square Hotel – One AA Rosette for Culinary Excellence, The Potting Shed, 2024
• Warren Street Hotel - Travel & Leisure ‘IT List’ best hotels in the world
• Whitby Hotel, Crosby Street and Warren Street - Michelin keys
• Number Sixteen - Best Boutique Hotels in London, The Times, 2024.

You can see a full list of our awards and accolades here: https://www.firmdalehotels.com/b/awards-accolades/

If you thrive in a fast-paced environment and enjoy being at the heart of exciting projects, we’d love to hear from you

Firmdale Hotels welcomes applicants from all backgrounds and is committed to an inclusive workplace. Please let us know if you need adjustments during the recruitment process.

In line with the Asylum and Immigration Act 1996, we do require all applicants to have the eligibility to live and work in the United Kingdom. Documentation will be required at interview stage.