Project Administrator (Maternity Cover)

Firmdale Hotels - Head Office; Greater London; Sur place; GBP 28 000 - 38 000; Plein temps

Avantages offerts par ce poste

Competitive salary

Health cash plan

Discounted cinema tickets

Complimentary meals on shift

Flexible scheduling

Season ticket loan

Ongoing training

Volunteer day

Résumé du poste

Firmdale Hotels is seeking an experienced Project Administrator to join our central team to support maintenance, refurbishment and business improvement projects across the group.

This is a hands-on role in a busy project office, coordinating refurbishments and maintenance schedules, supporting system rollouts, and liaising with internal teams and external contractors to ensure on-time, on-budget delivery to the high standards we uphold.

Qualifications

• Extensive experience in a project or facilities office environment.
• Proven ability to coordinate across multiple projects and stakeholders.
• Comfortable managing contractors, suppliers, and external partners.
• Proactive and solutions-focused mindset.
• Excellent written and verbal communication skills.

Responsabilités

• 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 across teams.

Connaissances

Project coordination

Organisational skills

Multitasking

Stakeholder liaison

Microsoft Office

Proactive problem solving

Communication

Outils

Microsoft Office

Excel

Outlook

PowerPoint

Description du poste

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.

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.