Assistant Facilities Administrator

Job description

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.

For more information, please contact Jess at AJ Chambers

Extra information

Status

Open

Education Level

Secondary School

Location

City Of London

Type of Contract

Full Time Jobs

Published at

04-09-2026

Full UK/EU driving license preferred

No

Car Preferred

No

Must be eligible to work in the EU

No

Cover Letter Required

No

Languages

English