Facilities Administrator

Facilities Helpdesk & Administrative Assistant

London | Permanent | 5 days office-based

Facilities knowledge + customer service + administration + genuine career progression

Are you already working within Facilities, Workplace or Office Services and looking for a role where you can build your knowledge, gain greater exposure and genuinely progress your career?

This could be a fantastic next step.

We’re recruiting for a Facilities Helpdesk & Administrative Assistant to join the London office of a leading international professional services firm.

First things first – this isn’t a hands-on maintenance role.

Instead, you’ll sit at the heart of a busy and highly regarded Facilities function, helping to coordinate everything that keeps the office environment working effectively.

The Facilities team is well established and well regarded within the business, and this is a role with real scope to learn and develop. For someone ambitious about building a longer-term career within Facilities, Workplace or Building Management, you’ll gain exposure to experienced Facilities professionals, engineers, contractors, building management and wider projects.

What will you be doing?

You’ll be one of the key points of contact for Facilities enquiries across the London office, managing the Helpdesk and making sure issues are logged, allocated, monitored and followed through to resolution.

A fault is reported. An M&E job needs logging. There’s an access issue. A contractor needs coordinating. Something needs escalating.

You’ll be the person joining the dots.

Your responsibilities will include:

• Managing Facilities Helpdesk enquiries via email, Teams and telephone
• Logging, monitoring and following up Facilities and M&E jobs
• Liaising with building management, engineers, contractors, cleaning teams and other FM suppliers
• Acting as a key point of contact for employees when Facilities issues arise
• Coordinating the appropriate people and resources to resolve problems
• Using Facilities systems including BMS, M&E portals, Digital ID and access control
• Supporting permits to work and Facilities/Health & Safety processes
• Maintaining Facilities records, spreadsheets and documentation
• Supporting new joiner and leaver processes and providing office tours
• Raising purchase orders, processing invoices and supporting office purchasing
• Helping manage office supplies and equipment
• Supporting floor walks and ensuring Facilities areas are maintained to the expected standard
• Getting involved in wider Facilities projects and initiatives across the business.

What are we looking for?

You don't need to be an engineer or have extensive technical Building Management experience.

However, you will need some existing exposure to Facilities and enough technical understanding to be comfortable dealing with building-related issues, understanding what is being reported and knowing when and where something needs to be escalated.

Just as importantly, we're looking for someone with excellent customer service and administration skills.

You’ll be dealing with people across the business every day, so you'll need to be approachable, responsive and confident communicating with employees, contractors and suppliers.

You’ll also need:

• Previous experience within Facilities, Workplace, Office Services or a Facilities Helpdesk environment
• Strong administration and organisational skills
• Excellent customer service and communication skills
• Good systems knowledge, including Microsoft Office
• The ability to prioritise and juggle competing requests
• A practical, common-sense approach to problem-solving
• Confidence following up, chasing and taking ownership of issues
• An interest in developing your technical Facilities knowledge
• A genuine desire to build your career within Facilities or Workplace.

Experience within a professional services environment would be particularly useful, although it isn't essential.

Why consider this role?

Because this isn't simply an administrative job sitting alongside Facilities.

It's an opportunity to become part of the Facilities profession.

You'll be joining a team that is valued within the business, gaining exposure to the operational and technical side of managing a major London office while developing the knowledge and experience that can help you take your next steps within Facilities, Workplace or Building Management.

So, if you're currently a Facilities Administrator, Facilities Helpdesk Assistant, Workplace Assistant, Office Services Assistant or junior Facilities Coordinator and you're thinking “I'm ready to learn more and I want somewhere I can progress” – I would really like to hear from you.

Facilities knowledge, brilliant customer service and strong administration – without needing to pick up the toolbox.