Facilities Management Adminstrator

Company Overview:

Join a supportive, dynamic team dedicated to managing the essential services and operations for multiple residential blocks of flats. Our company oversees cleaning, insurance claims, and maintenance, ensuring a safe, comfortable environment for residents. With a friendly, hard-working culture, we work closely together to clear tasks and maintain our properties to the highest standard.

Role Overview:

As the Facilities Management Administrator, you'll play a crucial role in keeping our facilities running smoothly by handling day-to-day administrative tasks. This role is heavily focused on compliance and detailed record-keeping to support the maintenance of the buildings, covering fire safety, contractor management, and system updates.

This role requires a highly methodical and detail-oriented individual, capable of managing multiple complex tasks simultaneously in a fast-paced, deadline-driven environment. You will be supported by senior team members for more complex challenges.

Key Responsibilities:

• Facilities Management Administration: Provide admin support across various facilities management functions, with a focus on property compliance and upkeep.
  
• Compliance and Reporting: Handle fire alarm reports, monitor remedials, and manage compliance updates, ensuring records are accurately filed and organized.
  
• Contractor Coordination: Reach out to contractors for regular maintenance, such as bi-annual fire alarm servicing, drainage, and other essential services. Obtain quotes and schedule appointments for timely task completion.
  
• Document Management: Keep systems up-to-date and ensure all files are stored accurately and logically to allow for quick access.
  
• Task Prioritization: Use Asana to prioritize and track tasks effectively, ensuring nothing slips through the cracks.
  
• Issue Resolution: Respond to inquiries and complaints professionally and efficiently, addressing tenant issues promptly.
  

Who Will Thrive in This Role:

• A detail-oriented, methodical person who excels in a supportive team.
  
• Someone who can work independently while managing a diverse, high-volume workload.
  
• A resilient individual, comfortable handling complaints and challenges with a professional and solutions-focused attitude.
  

If this sounds like you, we’d love to hear from you!

Option 1: Experienced Facilities Administrator

• Operational experience in facilities management support, particularly in areas such as cladding, roofing, and other building maintenance.
  
• Demonstrable knowledge of property compliance and safety procedures.
  
• Ability to manage high-pressure tasks while maintaining attention to detail.
  

Option 2: Administrative Professional with Strong Task Management Skills

• Prior experience in administrative roles, preferably with exposure to report management and deadline-driven projects.
  
• Ability to handle tasks independently with high attention to detail.
  
• Proven ability to prioritize effectively and work well under pressure in fast-paced environments.
  

Additional Skills:

• Familiarity with Asana or similar project/task management software.
  
• UK Similar experience would a huge advantage
  
• Resilient, detail-oriented, and comfortable working in an environment with frequent demands and multitasking requirements.
  
• Strong communication skills and the ability to manage contractor relationships and client interactions with professionalism.
  
• A proactive and organized approach, with a mindset geared towards problem-solving and adaptability.