Full job descriptionFacilities AdministratorLocation: Tower Hamlets & Greenwich Contract Type: Full-time Reports to: Office Manager
If you’re an organised, proactive administrator who thrives in a fast-paced environment, this is your chance to join a global FM Service Provider and play a key role in supporting a TFM contract at a Secondary School in South East London. You’ll be part of a collaborative team committed to safety, service excellence, and strong communication.
About the RoleAs a Facilities Administrator, you will provide essential administrative support across multiple functions, ensuring smooth day-to-day operations and compliance with contractual requirements. You’ll work closely with the Office Manager, Regional Contract Manager, Hard Services Manager and wider G4S management teams.
This role is ideal for someone who enjoys variety, takes pride in accuracy, and can manage competing priorities with confidence.
Key Responsibilities*Help Desk support as part of the contingency plan during critical staffing periods
*Maintain central office systems ensuring accurate, compliant records
*Attend required training and manage your own workload to meet deadlines
*Understand contractual and operational requirements across the sites
*Support payroll and scheduling through Kronos/Pretium consolidation, reporting and management
*Provide general administrative support across Tower Hamlets and Greenwich contracts
*Build strong working relationships with internal teams
*Raise and receipt purchase orders and invoices via Ariba/SAP
*Manage weekly agency cover administration
*Assist and deputise for the Payroll/Office Manager when required
*Prepare meeting materials, take minutes, and produce reports
*Assist with internal and client monthly reporting
*General office duties including letter drafting, filing systems, meeting bookings, uniform/PPE orders, and parking permit arrangements
Key Competencies*Collaboration & cooperation
*Organisation & focus
*Working with complexity
*Customer thinking
*Analytical skills
*High levels of accuracy (numerical and grammatical)
Skills & ExperienceEssential*Strong IT skills (Google Workspace & Microsoft Office)
*Proven administrative experience
*Ability to work to varying deadlines
*Minute-taking ability
*Experience working with people at all levels
*Highly organised, reliable, and detail-focused
*Strong problem-solving skills
*Proactive and resourceful team player
Desirable*Experience in a contract or PFI environment
*Experience working in schools
*Knowledge of CAFM systems
*Experience with Ariba & SAP
*Asset register compilation experience