Facilities Administrator

Role- Facilities Administrator
Location - Westminster, London- on site 5 days per week
3 Month FTC - £30k (pro rata)

Job Summary:
We are seeking a proactive and detail-oriented Facilities Administrator to support the efficient operation of our facilities. This role involves coordinating maintenance, managing service providers, ensuring compliance with health and safety standards, and administering DSE (Display Screen Equipment) assessments to support employee wellbeing.

Key Responsibilities:

• Act as the first point of contact for all facilities-related queries and service requests.
• Coordinate routine and emergency maintenance with internal teams and external contractors.
• Maintain accurate records of maintenance schedules, service contracts, and compliance documentation.
• Manage office supplies, equipment inventory, and procurement processes.
• Support space planning, office moves, and refurbishment projects.
• Ensure compliance with health, safety, and environmental regulations.
• Administer and track DSE assessments for all staff, ensuring timely completion and follow-up on any required adjustments or equipment.
• Maintain DSE records and liaise with HR and Workplace teams to support employee wellbeing.
• Assist with tracking and processing of facilities-related invoices.
• Liaise with cleaning, security, and other service providers to ensure high standards are maintained.
• Conduct regular inspections and audits to identify and resolve facilities issues proactively.

Requirements:

• Previous experience in a facilities support role.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with facilities management systems (e.g., CAFM software) is a plus.
• Understanding of DSE regulations and ergonomic best practices is desirable.

Preferred Qualifications:

• NVQ Level 3 in Business Administration or Facilities Management (or equivalent).
• IOSH or NEBOSH certification is an advantage.
• Experience conducting or coordinating DSE assessments.

Working Conditions:
This is a hands on, client facing role in a very busy, small and multi functional team. 100% Office-based. May require flexibility in working hours to support urgent facilities issues.

At Gleeson Recruitment Group, we embrace inclusivity and welcome applicants of all backgrounds, experiences, and abilities. We are proud to be a disability confident employer.

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