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Senior Facilities Administrator

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Job type
Permanent
Schedule
Full time
Location
London, England, United Kingdom
Brand
BNP Paribas Real Estate
Job Function
Financial and technical expertise
Apply (REF: LON2335)
Last update 09.10.2025
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The role

Responsible for the delivery of a wide range of administrative support activities for a Portfolio of buildings.  This role will support the wider department focusing largely (but not exclusively) on invoice processing, facilities and procurement administration.  It would suit a proactive individual with a keen eye for detail who enjoys administration and is happy to get on with the job at hand. Task flexibility will be key.

 Responsibilities

  • Coding and processing of invoices through the purchase to pay applications
  • Supplier contract administration and draft contract particulars including variations
  • Budget documentation and variance report administration
  • Utility administration and act as main liaison with the Utilities Consultant
  • General administration
  • Training of new starters with regards to purchase to pay systems and processes and general system support to wider department.
  • Ability to cope in a fast pace, agile working environment and work to short deadlines.
  • Provide best in class customer service to internal and external customer base
  • Maintain regular and effective communication with internal colleagues in Property Management, support functions and the wider Real Estate business
  • Prepare data for inclusion in management reports
  • Ensure compliance with all internal procedures and policies – e.g. Procurement, Finance, Compliance, HR
  • Complete administrative tasks as required relating to systems, filing, inventory management etc
  • Recording minutes for meetings
  • Responsible for keeping Department databases/documents up-to-date

Person specification

Qualifications/Key Skills

  • GCSE level education (or equivalent standard), which will include English and Mathematics qualifications.
  • Managing Safely - accredited by IOSH or prepared to gain this qualification within 12 months
     

Experience

  • Previous experience in a similar role
  • Understanding of commercial leases and the landlord and tenant relationship
  • Understanding of service charge budgets and accounting principles
  • Good health and safety and environmental knowledge
  • Basic mechanical and electrical services knowledge
  • Excellent English language skills – both written and spoken
  • IT literate – MS Office at intermediate level and other relevant software (e.g. Meridian, Proactis, Snapshot, Tramps) at a level to undertake the role satisfactory

We are proud to offer award-winning benefits to support and reward our employees:

  • Heath & Leisure: Private medical cover, 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work.
  • Financial:  Pension, life assurance at 8 x basic salary, group income protection, long term disability insurance,  interest free season ticket loan, bonus scheme - you will be eligible to participate in the Company’s Bonus Scheme, share incentive plan, financial and mortgage advice. 
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