Job Title: Facilities Admin Support
Location: Soho (supporting London, Bristol & Evolve Estates)
Salary: £30,000-£35,000 per annum
Working Pattern: Hybrid - 4 days per week (office-based with flexibility)
Overview
We are seeking an organised and proactive Facilities Management Admin Support professional to join a busy and collaborative team based in Soho. Reporting to the Deputy Facilities Manager (DFM), with support from the Facilities Manager (FM), this role plays a key part in ensuring statutory compliance and health & safety standards are consistently maintained across the London, Bristol and Evolve Estates regions.
This is an excellent opportunity for someone with strong administrative skills and an interest in facilities or compliance who is looking to develop within a professional and supportive environment.
Purpose of the Role
The primary purpose of this role is to provide administrative and compliance support to the Facilities team, ensuring all Health & Safety documentation, statutory compliance records, and remedial actions are accurately logged, monitored, and completed within required timeframes.
The role focuses heavily on compliance services including:
Health & Safety documentation
Fire Risk Assessments (FRA)
Asbestos and Legionella reports
Tracking and coordinating remedial worksKey Responsibilities
Risk Assessments & Compliance Documentation
Upload Health & Safety, Fire Risk Assessments (FRA), Asbestos and Legionella reports into the appropriate systems and file locations.
Maintain accurate digital records and ensure documentation is stored in line with company procedures.
Monitor expiry dates and schedule re-inspections as required.
Ensure all compliance documentation is up to date and audit-ready.Health & Safety & Remedial Works
Review risk assessment reports and identify required remedial actions.
Obtain quotations from approved contractors and suppliers.
Instruct works within a £500 inclusive repair limit (seeking approval for higher costs where required).
Track progress of remedial works to ensure completion within agreed timeframes.
Update regional quote logs and ensure the Statutory Compliance tracker is kept accurate and up to date.Statutory Compliance Services
Monitor compliance schedules to ensure all statutory inspections and servicing are completed on time.
Upload and review contractor reports, identifying any areas of non-compliance.
Request quotes for any remedial works identified (seeking necessary approvals where applicable).
Support contractor review meetings by providing compliance updates and performance feedback.
Liaise with internal stakeholders and contractors to resolve compliance-related queries.Office & Administrative Support
Provide general administrative support to the Facilities team.
Assist with team projects, reporting, and meeting coordination.
Prepare documentation and maintain internal trackers and spreadsheets.
Support clerical tasks including document management and data entry.Additional Support
Provide cover for team members during annual leave.
Assist with Facilities Management project work as required.
Contribute to continuous improvement of processes and systems within the team.Person Specification
Strong organisational skills with excellent attention to detail.
Clear and confident communicator (written and verbal).
Team-oriented with the ability to build positive working relationships.
Proactive, self-motivated and able to manage multiple tasks.
Comfortable working in a fast-paced environment.
Strong IT skills, including proficiency in Microsoft Office (Excel, Outlook, Word).
Customer service experience is advantageous.
Ability to prioritise workload and meet deadlines.Qualifications & Experience
Previous experience in an administrative role (essential).
Experience within Facilities Management or Compliance environments (preferred but not essential).
Understanding of Health & Safety or statutory compliance processes would be beneficial.
Willingness to learn and develop within Facilities/Compliance Management.
Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.
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