Job Description

To provide excellent administrative support to ensure that multiple offices and premises run and operate smoothly. Ensuring that all hard and soft services are covered so that our team and clients have the best experience while on site or utilizing our services.

• First point of contact in managing the administration which supports the facilities for a portfolio of commercial properties to including offices and residential.
• Liaise with the internal facilities team to coordinate reactive and routine maintenance works within the most efficient time frames.
• Responsible for scheduling all reactive and planned maintenance tasks with contractors, including tracking the progress of works covering both hard and soft services.
• Sourcing office consumables required from stationery through to cleaning products and liaising with suppliers to process orders, coordinating deliveries, and scheduling accordingly.
• Liaising with contractors to obtain quotes and carry out works, creating purchase orders within our system, and issuing prior to commencing work.
• Management of the company flat reservations and supporting communication.
• Management of the meeting room reservation processed for Covent Garden, Windsor and Farringdon offices.
• Requesting and reviewing contractor risk assessment and insurance documents before carrying out works where applicable and saving copies for audit purposes.
• Management of the 3rd party cleaning and laundry services, ensuring standards are maintained.
• Maintaining the office space ensuring that hygiene processes are followed, and any decorative/updating is identified and arranged.
• Providing administrative support to internal stakeholders as required.
• Visiting sites as and required and documenting site visits - including meeting contractors on site and administrating notes from the meeting and following up with various parties.
• Management and maintenance of Operation Manuals.
• Produce data reports as required.
• Ensuring all enquiries are addressed and actioned through to completion within a timely manner.
• Ensure a high level of personalized customer service is received at all times by way of telephone and email correspondence.
• CPD – keep up to date with new and emerging design trends ensuring continuous innovation.

This list is not exhaustive, and you will be expected to work flexibly and undertake other such duties as the management may from time to time reasonably require.

Required Knowledge, Skills, and Abilities