Facilities Administrator VA

Location: Landmark Building, London
Hours: Full-time, 40 hours per week, Monday–Friday, 8:00–17:00
Salary: £36,000 per annum
Annual Leave: 33 days (inclusive of bank holidays)

At Anabas, our vision is simple: we deliver forward-thinking Facilities Management solutions with passion, precision, and a commitment to exceptional service. We are proud to support a diverse and well-established client base, tailoring our services to meet their individual needs.

We are now seeking a proactive and highly organised Facilities Administrator to join our fast‑paced team at one of London’s most iconic landmark buildings. This is an excellent opportunity for someone who thrives in a dynamic environment and is keen to build a career within Facilities Management.

Ensure health and safety requirements are met across Cleaning, Security, Helpdesk, and Facilities operations.

Support the implementation and maintenance of compliance procedures, documentation, and records.

Coordinate audits, inspections, and follow‑up actions, ensuring all non‑conformities are tracked and resolved.

Provide operational and administrative support for SLAs and KPIs across all service lines.

Oversee CAFM (QFM) data accuracy to ensure reactive and planned tasks are logged, prioritised, assigned, and closed within SLA.

Support job scheduling, PPM tracking, and coordination between contractors, service teams, and client representatives.

Act as a key administrative contact for all client meetings and communications, preparing packs, taking minutes, and issuing actions.

Prepare accurate weekly and monthly reports on service performance, compliance, and operational activity.

Produce regular compliance and performance summaries for the Workplace Experience Manager.

Prepare monthly financial reports, ensuring timely reconciliation, invoicing, and tracking of BAU and ACW purchases.

Manage purchase orders via WAP, including raising POs, processing equipment requests, goods receipting, and invoice tracking.

Work collaboratively with operational leads across Cleaning, Security, Facilities Assistants, and Helpdesk teams.

Provide hands‑on support when required, including meeting room set‑up, replenishment of consumables, escorting contractors, and maintaining presentation standards.

Support continuous improvement and proactive issue resolution.

Maintain accurate service and compliance documentation.

Basic CAD knowledge is desirable, with willingness to learn and support space planning activities.

Experience in a similar administrative or operational FM role.

Excellent written and verbal communication skills.

Strong Microsoft Office proficiency; experience with CAFM systems (particularly QFM) is desirable.

Proactive mindset with the ability to challenge assumptions and find solutions.

Exceptional organisation and attention to detail.

Ability to multitask effectively in a busy environment.

Positive team‑focused attitude with flexibility to support business needs.

Commitment to delivering excellent customer service.

Strong decision‑making and critical thinking

Organisation and attention to detail

Research and analysis

Multitasking and prioritisation

Creativity and flexibility

Self‑motivation and initiative

Strong written and verbal communication

Employee Assistance Programme

Access to the Life Assured wellbeing app

Life insurance

Recognition and Reward Scheme

Cycle to Work Scheme

Recommend a Friend Scheme

Company events and team culture

If you are an organised, motivated professional looking to take the next step in Facilities Management, we would love to hear from you.