Job Description
Job Title: FM Admin Coordinator
Department: Facilities Management
Location: Berkeley Square House, Berkeley Square, London W1J 6BD, United Kingdom
Reports To: Operations Manager
Employment Type: Full-Time
Job Purpose
The FM Admin Coordinator provides administrative and operational support to the Facilities Management team, ensuring the efficient delivery of facilities services, compliance requirements, contractor management, and customer service standards. The role supports day-to-day facilities operations through effective coordination, record-keeping, reporting, and communication.
Key Responsibilities
Administrative Support
- Provide comprehensive administrative support to the Facilities Management team.
- Maintain accurate records, databases, and filing systems for facilities-related documentation.
- Prepare reports, correspondence, meeting minutes, and presentations as required.
- Manage incoming emails, telephone enquiries, and service requests.
Helpdesk & Work Order Coordination
- Log, monitor, and track maintenance requests through the CAFM/helpdesk system.
- Raise work orders and allocate tasks to internal teams or external contractors.
- Follow up on outstanding jobs and ensure timely completion.
- Update stakeholders on the status of maintenance requests.
Contractor & Supplier Management
- Coordinate contractor visits and ensure required documentation is obtained and maintained.
- Verify contractor certifications, insurance documents, and compliance records.
- Assist with contractor onboarding and access arrangements.
- Maintain supplier and contractor databases.
Compliance & Documentation
- Maintain records relating to statutory compliance, including health and safety inspections and certifications.
- Monitor expiry dates for compliance documents and schedule renewals.
- Support audits and compliance reviews.
- Ensure documentation is stored in accordance with company policies and GDPR requirements.
Financial Administration
- Process purchase orders, invoices, and goods received notes.
- Assist with budget tracking and expenditure reporting.
- Reconcile supplier invoices and resolve discrepancies.
- Support procurement activities and quotation processes.
Facilities Coordination
- Assist in coordinating planned preventive maintenance (PPM) schedules.
- Support office moves, space planning, and facilities projects.
- Arrange access permits and work permits where required.
- Coordinate meeting room, equipment, and facility bookings.
Customer Service
- Act as a point of contact for employees, clients, and contractors.
- Respond to facilities-related enquiries professionally and promptly.
- Support service delivery to ensure customer satisfaction and contractual compliance.
Health, Safety & Compliance
- Comply with all company Health & Safety policies and procedures.
- Report hazards, incidents, and near misses promptly.
- Support a safe working environment for employees, contractors, and visitors.
Skills & Experience
Essential
- Previous administrative experience, preferably within Facilities Management, Property Management, or Building Services.
- Strong organisational and time-management skills.
- Excellent communication and interpersonal skills.
- Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Experience using CAFM/helpdesk systems.
- Ability to prioritise workloads and meet deadlines.
- Strong attention to detail and accuracy.
- IOSH Working Safely or equivalent qualification.
Pay: £25,000.00-£29,000.00 per year
Work Location: In person
