Facilities Administrative Assistant

Location: London
Salary: £32,000
Type: Full time, 5 days in office

A top international law firm is looking for a Facilities Administrative Assistant to join its London office, supporting the day-to-day running of the building and providing a first-class facilities service to staff and visitors.

ROLE SUMMARY

The Facilities Administrative Assistant plays a key role in supporting the day-to-day operations of the London office, covering Helpdesk enquiries, general administration, supplies, and the logging of M&E jobs. The role also involves assisting the Facilities Manager on a range of projects and working closely with the wider team. This is a 5-day office-based position.

KEY RESPONSIBILITIES

• Support and assist the Facilities Manager and the London Facilities Helpdesk service
• Respond to, action, and monitor all Facilities Helpdesk enquiries by email, Teams and phone, assigning tasks to the relevant departments
• Maintain the Facilities Helpdesk inbox, job log and associated folder/filing systems
• Act as the main point of contact for London staff on faults, failures, spills, leaks and similar issues, co-ordinating the right resources to resolve them
• Draft and issue Facilities Helpdesk communications, intranet news items, and updates via the building smart app
• Liaise with contractors and suppliers, including building management, cleaning, M&E and other FM service providers
• Communicate daily with the on-site M&E engineer and other sub-contractors
• Ensure permits to work are in place for contractors, in line with safety protocols and Helpdesk/H&S procedures
• Work daily across systems including Digital ID, access control, BMS and the M&E portal
• Manage internal spreadsheets covering lockers, parking, occupancy and desk usage
• Order office supplies, including desk equipment, stationery and new joiner items
• Carry out daily status, cleanliness and supply checks of facilities areas (reception, kitchens, meeting rooms) and complete daily floor walks
• Oversee the new joiner and leaver process, including office tours for new starters
• Create and order business cards
• Oversee the stationery ordering system, including authorisation
• Assign invoices, raise POs and process credit card expenses using the firm's account management software
• Support wider projects and initiatives, working with other teams and offices to align facilities with events and promotions
• Update the Facilities intranet pages, out of hours guide, Helpdesk guide and other reference documents
• Ensure security measures align with firm policies and guidelines
• Work with the H&S team to maintain good housekeeping standards
• Act as floor Fire Warden and First Aider, ensuring general H&S requirements are met