Office Administrator

Office Administrator / Facilities CoordinatorLocation: Southgate, North London

Job Type: Full-Time, Permanent

Salary: Competetive

Hours: Monday – Friday, 09.30 - 17.30

About the Role:

We are seeking a proactive and highly organised Office Administrator / Facilities Coordinator to join our dynamic team. This role involves overseeing the smooth day-to-day operation of the office, coordinating our maintenance team, managing administrative systems, and providing support across departments. If you are someone who thrives on variety, can juggle multiple responsibilities, and enjoys being at the heart of a busy office, we’d love to hear from you.

Key Responsibilities:Facilities & Maintenance Coordination

• Manage and monitor Williamsons Maintenance job sheets and database.
• Liaise with contractors, colleagues, and tenants to ensure maintenance tasks are completed efficiently.
• Organise annual checks and servicing: PAT tests, fire alarms, extinguishers, air-con, alarms, and vehicle MOT/service.
• Maintain records for heaters, dehumidifiers, and key distribution.
• Troubleshoot and liaise with service providers for photocopiers, telephony, and postage equipment.

Administrative & Office Operations

• Regularly update the keybook, tenant contacts, and property records.
• Maintain office systems including filing, database management, stationery orders, and email distribution lists.
• Handle telephone calls (reception), voicemail updates, and message forwarding.
• Manage incoming tenant maintenance queries and follow up on unresolved issues.

Finance & Invoicing Support

• Support reconciliation of maintenance costs, verify receipts, and assist with cost splitting and coding.
• Log and track unpaid invoices, chase outstanding payments, and coordinate reimbursements.
• Manage postage franking, download reports, and maintain accurate cost records.

Project Coordination

• Lead annual projects such as the Christmas notebook mail-out: from product selection to packaging and delivery.
• Assist in organising company events and holiday cover (e.g. Christmas skeleton rota).
• Coordinate first aid training, job adverts, seasonal signage, and promotional materials.

General Office Support

• Prepare workspaces and onboarding materials for new staff.
• Monitor and order stationery and printed materials (letterheads, business cards).
• Oversee waste management and recycling, including printer cartridge disposal.
• Support website updates, advertising placements, and maintain keyholder lists.

Skills and Experience Required:

• Proven experience in office administration or facilities coordination.
• Exceptional organisational skills and attention to detail.
• Ability to manage multiple ongoing tasks and projects independently.
• Strong communication and interpersonal skills – able to liaise confidently with colleagues, tenants, and contractors.
• Comfortable using Microsoft Office and other standard IT systems; database experience desirable.
• Proactive, solution-focused approach and ability to troubleshoot on the spot.

What We Offer:

• A varied and engaging role at the centre of our operations.
• Friendly and collaborative team environment.
• Opportunity to take ownership of key projects and processes.
• Competetive salary, 20 days holiday plus bank holidays and annual performance based bonus.