Facilities Administrator (FTC)

Beach Baker is currently working with a global property & facilities consultancy to recruit a Facilities Administrator to work at a multi-tenanted building in the heart of the City. This is a fixed term contract to cover maternity leave for 9-12 months.

This person will provide administrative and secretarial support to the Facilities Management team including:

• Collecting and sorting incoming mail and arrange for the collection of outgoing mail
• Typing and distribution of memos, letters and general correspondence
• Answering incoming telephone calls, taking comprehensive messages, dealing with general enquiries or transferring calls as appropriate
• Maintaining invoice records for reconciling to service charge reports and liaising with accounts team
• Raising Purchase Orders and Local Works Orders, and sending relevant instructions to contractors regarding the procedure for invoicing
• Administering the Permit to Work process daily, ensuring all permits are recorded, processed and distributed correctly
• Maintaining attendance, holiday and overtime records for Building Management staff
• Purchasing and control of office supplies (ie stationery, H&S signs, tea & coffee, etc.)
• Taking and distribution of tenants’ and contract meeting minutes
• Ensuring the office filing system and directory is always updated

The ideal candidate for this role will be an enthusiastic and confident Administrator, preferably with previous facilities management experience. They should have good communication skills with the ability to establish a strong working relationship with clients.

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