Assistant Facilities Administrator

We are working with a leading professional services firm who are seeking a Facilities Administrative Assistant to join their London office.

This is a hands-on and varied role that will play a vital part in ensuring the smooth running of the workplace, supporting both staff and visitors, and assisting the Facilities Manager with a range of operational and project-based responsibilities.

This is an excellent opportunity for someone looking to develop their career in facilities management within a professional services environment.

Key Responsibilities

• Support the Facilities Manager and London Facilities Helpdesk service.
• Respond to and manage Facilities Helpdesk enquiries (email, Teams, calls), allocating tasks to the appropriate departments.
• Coordinate set-up of client meeting rooms and events, including furniture and equipment configuration.
• Maintain the Facilities Helpdesk inbox and associated filing systems.
• Act as the main contact for staff regarding facilities related issues (faults, spills, leaks, etc.), coordinating the appropriate resources to resolve problems.
• Liaise with contractors and suppliers across building management, cleaning, access control, M&E and other service providers.
• Monitor and communicate daily with on site M&E engineers and subcontractors.
• Work across multiple 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 as required.
• Conduct daily checks of key office areas (reception, kitchens, meeting rooms) ensuring cleanliness, supply levels and functionality.
• Support new joiner and leaver processes, including office inductions and business card orders.
• Assist with internal office moves and related communications.
• Process invoices, raise POs, and manage credit card expenses via the firm's finance systems.
• Contribute to internal projects and firmwide initiatives, collaborating with other offices and departments.
• Maintain and update Facilities intranet pages, guides and contact lists.
• Ensure security measures comply with firmwide policies and guidelines.
• Adhere to all relevant legal and regulatory obligations.

Qualifications & Experience

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

Personal Attributes

• Commitment to high standards and delivering excellent internal client service.
• Reliable, enthusiastic and approachable team player with a passion for facilities support.
• Practical, common-sense approach with strong problem-solving ability.
• Confident communicator able to influence and educate staff on best practice use of facilities.
• Organised with strong administrative and planning skills; able to prioritise and multi-task effectively.
• Flexible and adaptable to changing priorities and working hours.