Facilities Administrator

If you are looking to join a company where you can grow then the Facilities Administrator & Assistant role is the perfect place to start. You will have a fantastic insight into property and facilities management and exposure to how a business functions.

By working in a small team you will have ongoing training and support by being based in an office and being mentored by someone who has previously carried out this role and progressed in the company. You will you learn how to coordinate an office and different work loads and priorities.

Your input will assist with the team in achieving client target and KPI’s by providing an efficient, responsive and customer focused administration support service to the day to day runnings of commercial properties.

As a representative of the brand, you will ensure every costumer’s experience is exemplary and your office presentation is always at the highest standard. You will ensure all office administration is completed accurately, in a timely manner and to a consistently high standard in line with company policy and procedures and all relevant regulatory and legal requirements.

**About Optim Facilities**

Established in 1999, Optim Facilities are a small but perfectly formed facilities management company based in Holborn. We provide facilities management services to multi-tenanted commercial properties in the UK, mainly situated in central London working directly alongside our clients and commercial tenants to ensure the smooth running of the buildings.

**Job Role and Duties**:
This is an opportunity to join an established and growing business that has an exciting and successful future. We are looking for someone with a can do attitude and a strong eye for detail. This is a fast moving and pressured environment and we are looking for someone who will thrive on this.

This is an office based role, daily tasks will include liaison with our clients, building managers / receptionists, tenants and contractors regarding ensure smooth communication and ensure that any building FM issues are dealt with quickly and efficiently. This role is perfect for someone with an eye for detail and eager to learn and progress.

Job Duties:

- Office supplies - keeping on top of ordering office supplies
- Supporting the FM team with ordering consumables/signs or items for receptionists or building managers across the property portfolio
- Logging call outs and generating jobs for contractors
- Risk Assessment Actions - reviewing actions on risk assessments and gaining quotes for any works to remedy that are outside of the maintenance contractor's remit.
- Responsible for scheduling reactive and planned maintenance tasks with contractors, including tracking the progress of works and following up on service report sheets for any further works noted.
- Contractor/Supplier list - tracking the insurance expiry dates of our suppliers and requesting their updated certificate
- Annual data analysis on the helpdesk category call outs and sourcing new contractors as and when needed.
- Following up with contractors to ensure reports are received for the FM for call outs or small works they are instructed on
- Monitor activities of contract suppliers, SLA’s and KPI. Feeding this information back to management

**Salary**: £22,000.00-£25,000.00 per year

**Benefits**:

- Company events

Schedule:

- 8 hour shift

Supplemental pay types:

- Bonus scheme

Ability to commute/relocate:

- London: reliably commute or plan to relocate before starting work (required)

**Experience**:

- office administration: 1 year (required)

Work Location: One location