Job Purpose To provide administrative and operational support to the Senior Facilities Manager who has day to day responsibility for the management and operation of a portfolio of properties. Key Objectives Support the SFM managing the Lotus portfolio properties located within Great Portland Street and surrounding area Support the London Facilities Management team with administration support Support the London Facilities Management team to ensure full statutory compliance is consistently achieved Key Accountabilities Provide on the site response to operational & ad-hoc requests Raise purchase orders for works approved by the FM team in a timely manner Process invoices approved by the FM team in a timely manner Ensure monthly emergency contact lists are updated Liaison with contractors and tenants to update on outstanding issues Coordinate maintenance visits between contractors/tenants Attend site and carry out H&S checks/meter readings as required Co-ordinate diaries and meeting timetables as required Attend meetings as necessary and produce meetings/agenda as required Take responsibility for record keeping as directed by the FM team Provide holiday cover for FM team across London Sites Dimensions Property Outline : Approximately 10 buildings located in Central London – but subject to change Communication Lines : Contracts management and staff for Security, M&E, Cleaning and Landscaping. Fabric maintenance contractors – communicating with contract managers and operatives. Ashdown Phillips & Partners – MD, Directors, surveyors, consultants, staff and FM Team Health & Safety Consultants /Insurance Inspectors Occupiers – their consultants, fit out agents and contractors. Person Specification These are the minimum key areas of knowledge, skills and experience. Experience of administration task Friendly persona Strong communication skills Self-motivation with good attention to detail Experience of basic clerical duties and office procedures Good working knowledge of MS Office to a competent level within an office environment Can do attitude Facilities management/helpdesk background desired