Admin Assistant

We currently have an exciting new opportunity for an Administration Assistant to join the Administration Team at the FM London office. This role is ideal for someone who enjoys variety in their day-to-day tasks and takes pride in maintaining a highly professional working environment. Hours of work for this full-time office-based position are 10am - 6pm with the ability, on occasions, to be flexible to work earlier or later (additional hours) when meetings/events require.

Reporting to the FMIE Admin Supervisor, the successful applicant will work alongside another Administration Assistant to ensure efficient day-to-day running of the London office.

• Provide professional reception services, including answering calls, greeting visitors, and arranging door access passes.
• Act as the main contact for office service queries and resolve or escalate as needed.
• Provide general administrative support for the office, including maintaining office supplies and managing incoming and outgoing mail and shipments.
• Review, code, and submit office-related invoices for approval.
• Liaise with external vendors, oversee contractor activities, and coordinate equipment maintenance and repairs.
• Conduct regular office inspections and support compliance with Fire Safety and Health & Safety regulations, including staff and contractor inductions.
• Serve as a trained First Aider and Fire Warden.
• Assist with AV/VC equipment and support meetings and office events in collaboration with Executive Admin Assistants.
• Support onboarding of new starters.
• Provide ad hoc assistance to office staff and management as required.

• Proven experience in Administration, Office Services, Facilities, or Hospitality Services.
• Proactive and self-motivated, with a strong sense of initiative.
• Client-focused mindset with a friendly, approachable, and professional attitude.
• Strong multi-tasking, organizational, and problem-solving skills.
• Ability to remain calm and composed under pressure.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications (e.g., Outlook, Word, Excel, PowerPoint).
• Strong numerical reasoning and attention to detail.
• Ability to work collaboratively across teams and with external stakeholders.
• Awareness of Health & Safety and Fire Safety principles (training can be provided).

In return, you will receive a competitive benefits package which includes:

• Defined Contribution Pension Scheme.
• Private medical insurance contribution.
• Incentive Plan.
• Fitness Reimbursement Plan.
• 2 Global Well-being days per annum.
• Annual Volunteer Day.
• Emotional well-being and mental health assistance programme.

FM is a people-driven business.  It is our ability to harness the power of our diversity that allows us to create the unique, world-class services we’re known for.  We’re committed to attracting a talented and diverse workforce and fostering a culture of inclusion that allows diversity to thrive and seed innovation.

We are an organisation of individuals that care deeply about each other, our clients, and the communities in which we work.  Living our commitment ensures we foster a culture of belonging and is part of our organisational DNA.