Salary: Competitive salary, dependent on experience (a clearly stated salary range typically increases candidate engagement – to be confirmed before posting)
Location: London (5 days per week office based)
Hours: Full time
THE ROLE
An excellent opportunity has arisen for a Facilities Administrative Assistant to join a top international law firm, supporting the day-to-day running of its London office. The Facilities Administrative Assistant will play a key role in the smooth operation of Facilities Helpdesk enquiries, general administration, supplies management, and logging of M&E jobs, while also assisting the Facilities Manager on a range of projects and working closely with the wider team.
This is a varied, hands-on role suited to someone who enjoys problem-solving, working with a broad range of contractors and stakeholders, and keeping a busy office running smoothly. This is a 5-day office based role.
KEY RESPONSIBILITIES AS FACILITIES ADMINISTRATIVE ASSISTANT
Supporting the Facilities Manager and the London Facilities Helpdesk service
Responding to, actioning, and monitoring all Facilities Helpdesk enquiries via email, Teams and calls, assigning tasks to the relevant departments
Maintaining the Facilities Helpdesk inbox, job log, and associated folder and filing systems on a daily basis
Acting as the main point of contact for London staff regarding faults, failures, spills and leaks, and coordinating the right resources to resolve issues
Drafting Facilities Helpdesk email communications, intranet news items, and updates on the building smart app
Liaising with contractors and suppliers including building management, cleaning, M&E, and other FM related service providers and subcontractors
Communicating daily with the on-site M&E engineer and other subcontractors
Ensuring permits to work are in place for contractors and that compliance with safety protocols and Helpdesk/H&S procedures is maintained
Working daily across systems including Digital ID, Access Control, BMS and the M&E portal
Managing internal spreadsheets covering facilities use, such as lockers, parking, occupancy and desk usage
Ordering office supplies including desk equipment, stationery and new joiner items
Conducting daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and completing daily floor walks
Overseeing the new joiner and leaver process, including providing office tours to new joiners
Creating and ordering business cards
WHAT WE’RE LOOKING FOR
Experience in a professional services environment is desirable
Good systems knowledge, including strong working knowledge of Microsoft Word, Excel and PowerPoint
A reliable, enthusiastic and responsive team player with a genuine interest in supporting staff and visitors through excellent facilities service
A common sense, practical approach to problem-solving
Strong communication skills, with the ability to influence and educate staff on best practice use of office facilities
Solid organisational, administrative and planning skills, with the ability to prioritise and multi-task
Good troubleshooting skills and sound judgement when issues arise
A flexible approach to daily tasks and working hours
This is a great opportunity for a proactive Facilities Administrative Assistant to join a supportive team within a top international law firm and take ownership of a varied, central role in office operations.
Apply now to be considered for this Facilities Administrative Assistant position.
