Location: London, hybrid working across multiple sites in London

Working hours: 40 hours a week, Monday - Friday

Reporting to: Account Manager

Role overview

We are about to start working with a prestigious new client to manage multiple locations, mainly across London.

You will provide comprehensive administrative and operational support to ensure the smooth delivery of services across multiple client sites. This role combines administrative accuracy with proactive operational coordination, supporting managers, service teams, subcontractors, and clients.

Key Responsibilities

Administration & Reporting

• Manage service department administration including report preparation, electronic uploads, and document organisation
• Assist with quotations, purchase orders, and cost tracking
• Support managers with weekly, monthly, and ad-hoc reporting, including helpdesk stats and trend analysis
• Maintain accurate records in systems and close down completed jobs with associated paperwork

Job & Task Coordination

• Input, track, and monitor reactive and planned maintenance jobs into different systems
• Allocate tasks to engineers and subcontractors, ensuring timely completion
• Follow up on outstanding works, inspections, remedial actions, and paperwork
• Support scheduling and ensure subcontractor Planned Preventative Maintenance is booked on time

Client & Team Communication

• Act as a point of contact for client queries via email, phone, or meetings
• Liaise with service teams, procurement, subcontractors, and engineers to ensure smooth operations
• Escalate issues to Account/Contract Manager where required

Compliance & Quality Assurance

• Scan, review, and maintain compliance documentation
• Assess completeness of subcontractor paperwork and certificates
• Monitor upcoming inspections and coordinate dates with clients and contractors
• Drive continuous improvement by identifying process gaps and suggesting enhancements

Qualifications and Experience

• Proven administrative experience in a helpdesk, contract support or facilities background
• Experience in overseeing or coordinating contractors/engineers
• Strong IT proficiency including Microsoft Office and Facility Management systems desirable
• Excellent organisational skills with a methodical approach to tasks
• Strong communication skills (written and verbal) with a professional telephone/email manner
• Ability to work independently, manage multiple tasks, and collaborate effectively across teams
• High attention to detail and accuracy in all aspects of work
• Self-motivated, adaptable, and proactive in problem-solving