Facilities Administrator

FACILITIES ADMINISTRATOR LONDON £30,000 - £35,000 My client, a leading international law firm based in the City, are seeking a Facilities Administrator to join their team. The Facilities Administrator plays a key role in supporting the daily facilities operations of the office, Helpdesk enquiries, administration, supplies and assisting with logging of M&E jobs. . This is a 5-day office based role. THE ROLE • Support and assist the Facilities Manager and the London Facilities Helpdesk • Respond to, action, and monitor all Facilities Helpdesk enquiries (email, Teams messages, and calls), assigning tasks to relevant teams • Daily up-keep and maintenance of the Facilities Helpdesk inbox, helpdesk job log and associated folder/filing systems • The main contact for office regarding faults, failures, spills leaks and co-ordinate the right resources to fix and resolve issues. • Drafting and completion of Facilities Helpdesk email communications, intranet news items, and updates • Liaise with various contractors and suppliers including building management, cleaning, M&E, and all other FM related service providers • Daily communication with on-site M&E engineer andother sub-contractors • Ensure permits to work are in place for contractors, ensuring compliance with safety protocols and Helpdesk/H&S procedures • Daily use of working on different systems: Digital ID, Access control, BMS & M&E portal • Manage internal spreadsheets for staff use of facilities such as lockers, parking & occupancy and desk usage • Ordering of office supplies such as desk equipment, stationery and new joiner items. • Conduct daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and ensuring daily floor walks are completed. • Maintain and oversee the new joiner and leaver process • At times oversee the use, ordering and authorisation of the stationery ordering system. • Assigning invoices, creating PO’s and credit card expenses using the firm’s account management software. • Involvement in projects, initiatives, and collaborating with other teams within the firm to ensure FM links with larger projects, events and promotions are fulfilled. • Updating of the Facilities Intranet Pages, Helpdesk guide and useful contacts list and other documents • Ensure security measures are in-line with policies and guidelines. • Collaborate with H&S team to ensure that work areas are adhering to the good housekeeping standards. • Act as floor Fire Warden and First Aider, ensuring that general H&S requirements are met. SKILLS AND EXPERIENCE • Experience in a professional services environment • Good systems knowledge with a good knowledge of Microsoft Word, Excel and PowerPoint • Reliable, enthusiastic, and responsive team player • Demonstrates a common sense approach • Able to communicate, influence and educate staff on best practice use of its facilities • Solid organisational, administrative and planning skills • Trouble shooting skills and the ability to apply good judgement to situations as they arise. • A flexible approach with regard to daily tasks and working hours. Please apply today for immediate consideration!