Role: Facilities Administrator

Location: London

Salary: Competitive (dependent on experience) + benefits


Phoenix Hospital Group is a dynamic, fast growing independent hospital group which currently operates two hospitals in central London and Essex and two Harley Street outpatient and diagnostic centres. It has ambitious plans to grow and is now keen to appoint an exceptional Facilities Administrator to support the next stage of its development.

We are currently looking for a Facilities Administrator to implement and manage the smooth running of the facilities department administration systems. The successful candidate will have previous experience in an estates or facilities management environment.

Key accountabilities & output

  • Provide an affective administrative service to the facilities team
  • Respond to all helpdesk job requests
  • Manage the facilities inbox
  • Negotiating the best deals with outside contractors and suppliers while using best business practices to manage and reduce operation costs
  • Respond to emergency situations or other urgent issues involving the facility and ensuring actions are followed through in an appropriate time
  • Scheduling of repairs and regular PPM visits ensuring minimum disruption to services
  • Respond to contractor queries in a timely manner
  • Operate and update an effective filing system for all sites

Other Duties Include

  • Keeping all maintenance files up-to-date including contracts, due dates etc
  • Obtaining quotes for contracts due to expire in a timely manner and ensuring all necessary contracts are renewed
  • Record and file all paperwork relating to jobs/call outs
  • Obtaining quotes and ensuring all quotes are authorised by the CEO prior to work being carried out
  • Producing purchase orders for facilities and building management related orders
  • Processing of invoices received
  • Ensuring the emergency contacts list/file is up-to-date and circulated regularly
  • Responding to all facilities tickets in a timely manner and continually updating tickets to ensure constant communication
  • Calling contractors where necessary
  • Liaising with contractors to organise site visits
  • Assessment and negotiation of service level agreements with key contractors
  • Calculating and comparing costs for required goods or services to achieve maximum value for money
  • Issuing of passes, security cards and key while maintaining an up-to-date record
  • Ordering supplies for the facilities department when needed
  • Providing administrative support for departmental meetings including arranging meetings, preparing and circulating agendas and taking minutes
  • Reviewing utilities contracts and proposing energy saving methods

Required qualifications, skills & knowledge

  • Previous experience in an estates or facilities management environment is required
  • Sufficient experience of providing a facilities or maintenance service in a busy organisation
  • Some experience of working with contractors and suppliers and monitoring of service standards
  • Understanding of compliance requirements and working with service level agreements
  • Proven experience of delivering excellent customer care and service in a large organisation
  • Relevant experience of working in a comparable administrative office based role
  • Ability to prioritise workload, to work under pressure with a high level of organisational proficiency and initiative
  • Strong computer skills with competency in Microsoft Office and database packages; experience of accurate data entry
  • Strong command of written and spoken English


We value our staff members and want them to feel motivated and rewarded. We offer a competitive package of benefits to all permanent staff members of Phoenix Hospital Group including:

  • Pension Scheme
  • Life Assurance
  • Employee Assistance Programme
  • Medical Insurance
  • Subsidised restaurant at Weymouth Street Hospital
  • Season ticket loan
  • Employee discount at our health facilities
  • 33 days annual leave (including bank holidays) increasing with length of service
  • Annual summer and Christmas parties
  • Career development
  • Refer a friend scheme


If you think you would be a great fit, apply now.

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