Facilities Admin Assistant (12-month FTC)

This could be you!

We’re currently recruiting for a Facilities Admin Assistant to join our Facilities team in our London office on a 12-month fixed-term contract.

The role

Supporting the Facilities Management team, the Facilities Admin Assistant is responsible for the day-to-day delivery of Facilities services. This is a great role supporting the Assistant Facilities Manager with the daily administrative duties surrounding Facilities.

The core hours are Monday to Friday between 08:00 and 17:30 with the flexibility to work outside of these hours when required. This is an onsite role 5-days a week, as there are activities and meetings you’ll need to support in-person.

This an exciting opportunity for those passionate about working in facilities and those who like working in a fast paced, customer focused environment and someone who is computer literate with a keen eye for detail and a creative flair.

The successful candidate will be joining during an exciting time for our business with no day being the same where flexibility and adaptability will be key.

Key responsibilities:

• Supporting the Facilities Management team in daily operations.

• Managing systems for Facilities, including our Travel Management platform.

• Coordinating a variety of internal events and gatherings.

• Creating reports and materials related to Facilities, such as internal posters.

• Assisting with the helpdesk to ensure timely resolution of requests.

• Providing support to the Front of House team.

• Managing access control systems (C*Cure).

• Handling meeting room bookings on our booking system, Condeco, including support with room setups.

• Offering administrative support as needed, including work permits, audits, purchase orders, and invoice reconciliation.

What you’ll bring

Essential criteria:

• Experience in a similar facilities or customer focused role.

• Strong MS Office and Adobe skills.

• Proven time management skills.

Preferred criteria:

• Basic knowledge of H&S (IOSH certificate), DSE and Manual Handling.

Application instructions

Please apply with your CV and cover letter outlining why you are the right candidate for the role by 11:59pm on Sunday 19th January.

• Please ensure you include a cover letter, as it is a crucial part of our assessment process. The cover letter offers an opportunity to show how your experience and interests align with the role requirements. Typically, we expect the cover letter to be no more than one or two pages in length.

• Please note we are looking for someone to join the team as soon as possible, but we are also happy to accommodate a reasonable notice period for the right candidate.

• We anticipate a two-stage interview process which will both be in-person and includes a technical assessment. We are happy to discuss this further with you throughout the recruitment process.

Salary

Up to £32,000 dependent on how your skills and experience align to the role, plus bonus and benefits.

What you can expect from us

Our people are the heart of our business, and we work hard to support a culture of responsibility and recognition. 

Our benefits include:

• Financial – discounted shopping, season ticket loan, rental deposit loan

• Wellbeing – healthcare cash plan, employee assistance, gym loan

• Lifestyle – taste card, tech scheme, free and discounted books

For our full benefits list please visit: https://www.penguinrandomhousecareers.co.uk/what-we-offer/

About Penguin

We’re the UK’s largest publisher; made up of some 2,000 people and publishing over 1,500 books each year. Our doors are open to all kinds of talent. In a constantly evolving industry, we work hard to stretch the definition of the word publisher. Here, you’ll work with a breadth of talent who all play their part to make each of our books a success. Together, we make books for everyone because a book can change anyone.

The recruitment process

You can read about our recruitment process at https://www.penguinrandomhousecareers.co.uk/how-we-hire/

As a Disability Confident Committed organisation, we offer interviews to candidates with a disability who meet the essential criteria for the role, and opt-in on their application form. The essential criteria for this role are listed as part of the ‘What you’ll bring’ section. There may be times when the volume of applications means we cannot take all eligible candidates to interview.

We encourage you to tell us about any reasonable adjustments you may need by emailing PRHCareersUK@penguinrandomhouse.co.uk. Remember, you only need to share what you are comfortable to for us to support your request.

Please note, we are not able to accept agency CVs for this role. Any CVs sent speculatively will not be eligible for a fee.

Company: Penguin Books Limited 

Country: United Kingdom 

State/Region: London 

City: London 

Postal Code: SW11 7BW 

Job ID: 276573