About The UK FM Group
The UK FM Group is a leading provider of Passive Fire and Building Services across the UK. We deliver high-quality maintenance, compliance and project services to commercial, residential and public sector clients. Our culture is built on professionalism, reliability and exceptional service delivery, and we are looking for an organised and proactive Office Administrator to support our growing team in Loughton.
Role Overview
This person will share responsibility for the effective day-to-day running of the company's administrative, HR and compliance functions, ensuring efficient office operations while supporting the wider management team. The role also has responsibility for maintaining the company's processes and coordinating ongoing ISO compliance, including successful external audits.
This is a varied and hands-on role suited to someone who thrives in a fast-paced environment, enjoys improving processes and can confidently manage multiple priorities within a growing business.
Key Responsibilities
Office Management
- Oversee the day-to-day running of the office and ensure efficient administrative operations.
- Manage office facilities, equipment, suppliers and service providers.
- Coordinate company insurance, utilities, fleet administration and office contracts.
- Maintain company records and ensure filing systems are accurate and up to date.
- Support Directors with administrative and operational requirements.
Human Resources
- Manage recruitment administration, onboarding and employee inductions.
- Prepare offer letters, employment contracts and HR documentation.
- Maintain personnel records and ensure compliance with employment legislation.
- Coordinate probation reviews, annual leave, absence records and training records.
- Support payroll administration.
- Act as the first point of contact for general HR enquiries.
Quality, Compliance & ISO Management
- Manage and maintain the company's Integrated Management System (IMS).
- Ensure ongoing compliance with ISO 9001, 14001, 45001 and 45003 standards.
- Coordinate internal and external ISO audits, acting as the main point of contact for auditors.
- Maintain controlled documentation, policies and procedures.
- Monitor corrective actions, internal audits and continual improvement activities.
- Support managers across the business to ensure compliance with ISO requirements.
Health & Safety
- Maintain health and safety records and statutory compliance documentation.
- Coordinate mandatory training and competency records.
- Assist with risk assessments, accident reporting and emergency procedures.
- Support the implementation of company health and safety policies.
Administration & Business Support
- Assist with customer and supplier documentation, accreditations and pre-qualification questionnaires.
- Maintain company databases, SharePoint and Microsoft 365 systems.
- Support operational teams with administrative requirements.
- Ensure company records remain accurate, organised and compliant.
Person Specification
Essential
- Previous experience in an Senior administration or Office Manager
- Excellent organisational and time management skills.
- Confident using Microsoft Office applications including Outlook, Word, Excel and Teams.
- Experience managing multiple priorities in a busy environment.
- Excellent written and verbal communication skills.
- High level of attention to detail.
- Ability to work independently and use initiative.
Desirable
- Experience working with ISO management systems (ISO 9001, 14001, 45001 and 45003).
- Previous HR administration experience.
- Experience using SharePoint and document management systems.
- Experience within the Facilities Management, Construction or Building Services sector.
Employment Type 2 days per week (16 hours per week), Opportunity to increase to 3 days.
Pay: From £17.00 per hour
Work Location: In person
