About
Us
Firmdale Hotels is a privately owned luxury hotel group comprising eleven
boutique hotels in London and New York, including the Charlotte Street Hotel,
Ham Yard Hotel, and Crosby Street Hotel. Renowned for our bold interiors,
curated experiences, and exceptional service, our culture is as distinctive as
our properties: creative, passionate, and people-focused.
The
Role
We are looking for an experienced Project
Administrator to join our central team and support the
efficient delivery of key maintenance, refurbishment, and business improvement projects
across the Firmdale Hotels group.
This is a
vital, hands-on role that requires someone confident in working within a busy
project office. From coordinating hotel refurbishments and maintenance
schedules to supporting system rollouts and liaising with multiple
stakeholders, you'll help ensure projects are delivered on time, within budget and
to our high standards.
This role is based fully on-site.
Key
Responsibilities
* Provide
high-level administrative support to project managers and senior stakeholders
* Coordinate
and schedule project meetings, prepare agendas and take minutes
* Maintain
accurate project documentation, reports, and trackers
* Liaise
with internal departments, housekeeping teams, and external contractors and
suppliers
* Monitor
timelines, budgets and milestones to ensure successful project delivery
* Assist
with procurement, contract management and invoice processing
* Support
the coordination of maintenance contracts, supplier performance and logistics
* Act
as a key point of contact for hotel teams regarding ongoing works and contractor
visits
* Identify
and help resolve risks and issues impacting project timelines
* Manage
multiple priorities and communicate clearly and effectively across teams
What
We're Looking For
* Extensive
experience working in a project or facilities office environment
* Strong
organisational and multitasking skills
* Proven
ability to coordinate across multiple projects and stakeholders
* Comfortable
managing contractors, suppliers, and external partners
* A
proactive and solutions-focused mindset
* Excellent
written and verbal communication skills
* Previous
experience in facilities, maintenance, or hotel operations preferred
* Confidence
in taking ownership, working independently, and supporting a dynamic team
* Highly
proficient in Microsoft Office Suite, including Word, Excel, Outlook, and
PowerPoint
What We
Offer:
* Competitive
salary plus service charge to be discussed at venue.
* Access
to Wagestream our financial wellbeing app. Stream your accrued earnings
before pay day, benefit from everyday savings and real time financial
coaching.
* Health
cash plan (including contributions towards dental, optical,
alternative and complementary therapies)
* Discounted
cinema tickets, gym membership, travel, retailers and restaurants
* Complimentary
meals on shift
* Referral
bonus scheme for recommending top talent
* Flexible
scheduling without split shifts
* Discounted
personal dry cleaning
* Enhanced
holiday allowance based on length of service
* Season
ticket loan for convenient commuting
* Ongoing
training, professional development, and fully funded English lessons
* Regular
social events, team activities, and fitness sessions
* Benefits
like cycle to work scheme and annual long service awards
* One
allocated paid day per year for volunteering work
* Exclusive
discounts at Design Hotels, staff sales, spa discounts, and product perks
* And
much more!!
Why join
Firmdale Hotels?
Firmdale
Hotels is an international, award winning group of 11 luxury hotels and 10 bars
and restaurants in London and New York. World renowned for their unique
interiors and exceptional service, the hotels are trailblazers in hospitality
and design.
We are
delighted to have been recognised by the hospitality and travel industries
for the great work our teams have achieved. To name a few of our recent awards
and accolades:
* Proud
winners of The Times Best Places to Work for both 2024 and 2025
* The
Kings Award for Enterprise 2024 for outstanding contribution to
International Trade
* Manager
of the Year – Helle Jensen – Cateys 2024
* Food
& Beverage Manager of the Year - Pedro Paulo - Hotel Cateys 2024
* Hotel
Chef of the Year Finalist - Jamie Atkinson - Hotel Cateys 2024
* Haymarket
Hotel & The Soho Hotel – One AA Rosette for Culinary Excellence and AA
Breakfast Award 2025
* Covent
Garden Hotel – One AA Rosette for Culinary Excellence 2025
* Dorset
Square Hotel – AA Breakfast Award 2025
* Ham
Yard Hotel, Covent Garden Hotel and Haymarket Hotel – Two Michelin Keys
2024
* Charlotte
Street Hotel, The Soho Hotel, Knightsbridge Hotel and Number Sixteen Hotel
– One Michelin Key 2024
* Ham
Yard Hotel - two AA Rosettes for Culinary Excellence, Ham Yard Bar &
Restaurant, 2024 as well as an AA Breakfast Award
* Dorset
Square Hotel – One AA Rosette for Culinary Excellence, The Potting Shed,
2024
* Warren
Street Hotel - Travel & Leisure ‘IT List’ best hotels in the world
* Whitby
Hotel, Crosby Street and Warren Street - Michelin keys
* Number
Sixteen - Best Boutique Hotels in London, The Times, 2024.
You can
see a full list of our awards and accolades here: https://www.firmdalehotels.com/b/awards-accolades/
If
you thrive in a fast-paced environment and enjoy being at the heart of exciting
projects, we’d love to hear from you
Firmdale Hotels welcomes applicants from all backgrounds and is
committed to an inclusive workplace. Please let us know if you need adjustments
during the recruitment process.
In line with the Asylum and Immigration Act 1996, we do require all
applicants to have the eligibility to live and work in the United Kingdom.
Documentation will be required at interview stage.