Facilities Administrator

London, England, United Kingdom

8/1/2025

Job Description

We're now recruiting for a Facilities Administrator to join us at our development, Embassy Gardens!

What You Should Know

Embassy Gardens is a luxury residential building comprising of 1,555 homes and offers amenities such as a linear park, private residents’ club, an indoor and an outdoor pool, gym, spa and health club, library, cinema, business suite and yoga studio.

Important to note

Hours: 8:00 - 5:30

Shift Pattern: Monday to Friday

Location: SW8, Vauxhall

Salary per annum: £30,000

Contract: 40 hpw/permanent

What You'll Be Doing

• To support the on-site Facilities Team with administrational aspects of the Resort.
• Reporting into the Facilities Manager (FM) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants.
• E-mail correspondence & communication on behalf of FM department on site.
• To attend & minute meetings as required.
• To maintain Insurance correspondence, records & tracker information at all times . This includes communicating with Residents/Leaseholders/Managing Agents and Contractors to arrange access for leak tracing and repair.
• To liaise with the Resort Team & the support office as required.
• To deputise in absence of Facilities Coordinator.
• To ensure all the records of planned maintenance and servicing activities are kept up to date.
• To maintain clear reporting to the Facilities Coordinator, Facilities Manager & Facilities department ensuring the visibility of local infrastructure status and immediately escalate issues for further support as required.
• To be a part of the Residential Resort Team maintaining the culture, policies, company rules and ensuring the highest quality management is provided on behalf of Ballymore Group at all times
  
  

Administration

• Responsible for recording relevant accurate information on all Service Partners, Consultants and Suppliers relating to Facilities & Maintenance
• Provide administrative support to Facilities Coordinator and Facilities Manager.
• Be the first point of contact for the on-site Facilities Team in relation to all telephone enquiries, emails and letters and B-Life. Where appropriate deal with the correspondence proactively and reply on behalf of the Facilities Team. If necessary, pass the query to the relevant department or function, following up to ensure the query is dealt with in a timely manner.
• Draft communication to residents, Resort Team and commercial units for planned works, unplanned disruptions, loss of services or planned/unplanned isolations of services.
• General administrational duties such as maintaining efficient electronic and paper filing systems, trackers and diary management
• Arrange access (both Landlord’s areas and residential & commercial demised areas) for any planned essential works such as Planned Preventative Maintenance works, HIU, FCU Servicing, apartment fire inspection and reactive and emergency works such as defects, satellite/TV signal failures, leak trace & access and insurance approved works.
• Assist Facilities Coordinator on dealing with any reactive works raised as out-of-hour call-outs and contact the Service Partners to ensure that all site reports are signed and follow up accordingly.
• Promptly escalate matters to the Facilities Coordinator or Facilities Manager for advice, support and instruction as required.
  
  

Health, Safety, Welfare & Compliance

• Understand and adhere to the Resort’s Emergency Action Plan in the event of an emergency situation .
• Report and record any accidents in the accident book and also ensure that Accident, Incident and Near Miss Reporting Procedure is followed locally.
• Have a good understanding of health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures.
• Increase H&S awareness and promote a positive H&S culture throughout the local Resort Team including attending regular meetings such as Huddle (weekly Resort Team meeting) and toolbox talks.
• Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates.
• Carry out regular inspections and H&S audits across the estate and action findings accordingly.
• Carry out regular readings of utility meters and provide data to the Facilities department for central tracking and analysis with the Facilities Coordinator or Facilities Manager.
• Be familiar with the operation of the on-site BMS system and feedback data to the Facilities Manager & Facilities department as required.
  
  

General

• Provide regular reports to the Facilities Manager & Facilities department as required.
• Keep up to date with new legislation and industry best practice relating to facilities management.
• Liaise with colleagues and report as necessary to Facilities Manager on matters relating to standards of facilities management.
  
  

Administration

• Review of RAMs and provide permits to work. Keeping a log of any permits issued, closing out and completing regular checks on contractors attendance.
• Taking landlord meter reads on a monthly basis.
• Assisting with the weekly fire alarm and AOV testing
• Responsible for recording relevant accurate information on all Service Partners, Consultants and Suppliers relating to Facilities & Maintenance
• Be the first point of contact for the on-site Facilities Team in relation to all telephone enquiries, emails and letters and B-Life. Where appropriate deal with the correspondence proactively and reply on behalf of the Facilities Team.
• Draft communication to residents, Site Team and commercial units for planned works, unplanned disruptions, loss of services or planned/unplanned isolations of services.
• Arrange access (both Landlord’s areas and residential & commercial demised areas) for any planned essential works such as Planned Preventative Maintenance works, HIU, FCU Servicing, apartment fire inspection and reactive and emergency works such as defects, satellite/TV signal failures, leak trace & access and insurance approved works.
• Assist Facilities Coordinator on dealing with any reactive works raised as out-of-hour call-outs and contact the Service Partners to ensure that all site reports are signed and follow up accordingly.
• Promptly escalate matters to the Facilities Coordinator or Facilities Manager for advice, support and instruction as required.
  
  

Health, Safety, Welfare & Compliance

• Understand and adhere to the Site’s Emergency Action Plan in the event of an emergency situation.
• Report and record any accidents in the accident book and also ensure that Accident, Incident and Near Miss Reporting Procedure is followed locally.
• Have a good understanding of health, safety & compliance activities across the development in accordance with the BAML Health and Safety Strategy and associated procedures.
• Increase H&S awareness and promote a positive H&S culture throughout the local Site Team including attending regular meetings such as Huddle (weekly Site Team meeting) and toolbox talks.
• Review and maintain up-to-date Standard Operating Procedures relative to facilities management activities on site, using standardised templates.
• Carry out regular inspections and H&S audits across the estate and action findings accordingly.
  
  

General

• Provide regular reports to the Facilities Manager & Facilities department as required.
• Keep up to date with new legislation and industry best practice relating to facilities management.
• Liaise with colleagues and report as necessary to Facilities Manager on matters relating to standards of facilities management.
  
  

Please note: a full job description will be provided once shortlisted for the role.

What You'll Need To Be Successful

• Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint.
• Good communication skills (inc telephone manner) With the ability to deliver clear and concise information both verbally and written.
• Good organisational skills.
• Good attention to detail.
• Team player who is friendly and reliable.
  
  

What now?

Very simply - Apply!

Do not hesitate to apply online today or send across your CV directly into our email inbox. Our inbox is monitored hourly, and so we will aim to respond back to you within 24 hours via this platform. All questions with regards to the role are welcome!

Email Address: [email protected]

• Updates on applications made via our job boards will be provided over a 1–2-week period from the date of submission.
  
  

Not what you’re looking for?

Check out our careers page: Careers | Jobs | Ballymore / www.ballymoregroup.com/join-us to explore your next opportunity.

• Ballymore operate as an equal opportunities' employer.