Building Management Administrator

Job Title: Building Management AdministratorReports To: Senior Building Manager

As a Building Management Administrator, you will oversee the day-to-day administration and provide support to the Building Management team at a Grade II Listed multi-let office building. You will assist in managing the building's IBL/Loading Bay deliveries, Landlord's permit system, and low-risk procedures for the building.

This role involves delivering precise, accurate, and timely administrative support, ensuring that targets and standards are met consistently.

• General Administrative SupportServe as the first point of contact for the team; manage correspondence, calls, emails, letters, and packages. Organise and schedule appointments, plan meetings, and produce accurate minutes.

• File and Data ManagementMaintain the filing system and update the Tenant/Contractor contact list. Manage workflows, branded merchandise, office supplies, and all related administrative tasks.

• Health & Safety & ComplianceSupport Health and Safety procedures, including assisting with fire and emergency evacuation plans. Ensure compliance with building regulations and statutory obligations, updating RiskWise, and ensuring essential documentation is up-to-date.

• Operational SupportAssist in managing the building's e-permit system and helpdesk. Handle contractor and tenant queries, directing them to appropriate team members. Support the building's internal communications through the Locale App.

• Team SupportMaintain effective working relationships within the team, supporting colleagues and providing a collaborative working environment. Assist with building events, welcoming new occupiers, and contributing to positive team morale.

• Monitoring and ReportingProduce monthly defect sheets and weekly memos. Monitor internal compliance with MAPP policies, RICS standards, and ISO standards. Keep track of statutory timelines and escalate issues as necessary.

• Administrative ExpertiseProven administrative experience with excellent organisational skills. Ability to handle multiple tasks efficiently while prioritising and meeting deadlines.

• Communication SkillsStrong interpersonal communication skills, both verbal and written, with the ability to engage effectively at all levels, including tenants, contractors, and internal teams.

• Customer Service FocusDemonstrate attention to detail and provide high levels of customer service with a focus on building positive relationships and engaging with occupiers.

• Problem-SolvingAbility to think proactively and find innovative solutions to challenges. Flexibility to adapt to changes in technology and office systems.

• Technology ProficiencyCompetence in Microsoft and Google software tools. Ability to learn and use specialised systems like the building's permit system and Locale App.

• Teamwork & InitiativeA strong team player, able to work effectively in collaboration with others, while also taking the initiative and demonstrating self-management.

• Proven experience in an administrative role
• Strong organisational and multitasking skills
• A basic understanding of office management and procedures is preferred
• A confident and professional telephone manner
• Ability to remain calm and handle challenging situations with professionalism
• A proactive and flexible approach to tasks and changing circumstances
• Previous experience working with building management systems or similar environments is advantageous.

9:00 AM - 5:30 PM, Monday to Friday

• Delivery of high-quality customer service
• Proactive approach to tasks and role responsibilities
• Ability to work independently and meet deadlines
• Consistent teamwork and support to colleagues
• Alignment with the company values, including strong time management and effective communication