Ardan Recruitment
Facilities Administrator
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Facilities Administrator
Mayfair, London | Full-time, Permanent
The Opportunity
I'm currently working with a well-established, independent property management company based in Central London to find their next Facilities Administrator. My client manages a portfolio of properties across the UK, and their Facilities Management team works closely with property and asset managers, tenants, contractors and consultants to ensure every building in the portfolio is safe, compliant and well maintained.
The Role
My client is looking for an organised and proactive Facilities Administrator to support their Facilities Management team with the day-to-day activity that keeps the portfolio running smoothly. You'll be a key point of contact for tenants, contractors and internal stakeholders, and will work closely with Facilities Managers, Property/Asset Managers, and the Accounts and Finance team to deliver a consistently high standard of service.
Key Responsibilities
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- First point of contact for tenants, occupiers and contractors — logging issues, instructing approved contractors, and keeping everyone updated through to resolution.
- Keep site documentation, contracts and property records accurate, current and audit-ready.
- Produce weekly and monthly facilities reports, and support the Accounts team with purchase orders and invoicing.
- Support the tender process for service suppliers and ensure supplier compliance paperwork is complete and reviewed annually.
- Assist with health & safety administration, property/insurance inspections, and utility meter record-keeping.
- Coordinate diaries, travel, meetings and accommodation for the Facilities Management team.
- Attend contractor and tenant meetings, take minutes, and maintain secure records of keys and access codes.
- Provide general administrative support to the wider team.
About You
- Previous administrative experience, ideally gained within facilities, property management or another customer-focused environment.
- Excellent written and verbal communication skills, with the confidence to liaise with people at all levels.
- Strong organisational skills and the ability to manage multiple tasks and priorities at once.
- A proactive, flexible approach, equally comfortable working independently and as part of a team.
- Good working knowledge of Microsoft Office, including Word, Excel, PowerPoint and Outlook.
- Confident learning and using property or facilities management software systems (full training provided).
- A polite, professional and presentable manner, with good judgement when dealing with a range of stakeholders.
- Previous experience in facilities management is an advantage but not essential.
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