Job Description

Are you someone who thrives on keeping things running smoothly, loves being at the heart of a busy team, and takes pride in delivering exceptional service? If you're highly organised, proactive, and enjoy working across a variety of tasks — from finance administration to facilities coordination — this could be the perfect next step in your career.

About the Role

We're looking for a talented CRES Administrator to join Swiss Re's UK & Ireland Corporate Real Estate & Services team in London. In this role, you'll be a vital part of ensuring our workplace operates seamlessly — supporting everything from finance processes and facilities management to communications and project coordination.

You'll be a central point of contact for colleagues, suppliers, and on-site services, and your full-time presence in our London office is essential to this role. Your ability to coordinate effectively, resolve issues proactively, and deliver a consistently high standard of service will make a real difference to the day-to-day experience of everyone in the building.

Key Responsibilities

Finance Support

• Raise and manage Purchase Orders accurately and in a timely manner, ensuring compliance with internal controls, financial procedures, and contractual requirements

• Process invoices through MySpend/Coupa, maintaining organised financial documentation and audit trails in line with Swiss Re policies

• Monitor open purchase orders and invoices, proactively following up with requestors, approvers, and suppliers to minimise delays and ensure timely payment

• Collaborate with Finance, Procurement, vendors, and internal stakeholders to support efficient purchasing processes and resolve financial administration issues

Administration Support

• Manage Snow tickets in collaboration with Facility Management Support Officers (FMSOs)

• Maintain workplace data in IWMS/Planon, ensuring accuracy and up-to-date records

• Coordinate Health & Safety tasks, including Display Screen Equipment (DSE) assessments, first aid and fire marshal training

• Support legal compliance, Internal Environmental Management (IEM) topics, and ISO certifications (e.g., ISO14001, ISO50001)

• Actively contribute to team meetings by preparing updates, taking accurate notes, recording agreed actions, and distributing follow-up items in a timely manner

Communication Support

• Create and distribute Service Communication Messages (SCOM) via ContactOne

• Coordinate poster distribution and support event-related communications

• Maintain and update CRES information on ContactOne and the Enterprise portal

Project Support

• Support CRES projects including vendor management, coordination of site visits, meeting minutes, and ongoing tool improvements (e.g., meeting room booking and visitor registration tools)

• Maintain organised project records of discussions, decisions, and follow-up actions to support effective delivery and team visibility

Relationship Management

• Act as a key contact for multisite suppliers and vendors, including Fruitful Office, Lyreco, and St John Ambulance

• Attend supplier, subtenant, and internal team meetings, contributing constructively, capturing key discussion points, and ensuring agreed actions are followed through

• Work collaboratively with colleagues, suppliers, and stakeholders to deliver a consistent, professional, and service-focused workplace experience

About the Team

The UK & Ireland Corporate Real Estate & Services (CRES) team is responsible for delivering and maintaining a high-quality, safe, and efficient workplace environment across Swiss Re's UK and Ireland locations. The team manages a broad portfolio of services — from facilities operations and vendor relationships to workplace projects and compliance — all with a focus on creating an outstanding experience for colleagues every day. As a collaborative and supportive team, we take pride in our attention to detail, our commitment to service excellence, and our ability to work together to solve challenges and drive continuous improvement.

About You

You are a dependable, people-oriented professional who brings energy and structure to everything you do. You're comfortable juggling multiple priorities, communicating with a wide range of stakeholders, and ensuring nothing falls through the cracks. You take ownership of your work, follow through on commitments, and contribute positively to the teams and environments you're part of.

We are looking for candidates who meet these requirements:

• Proven experience in facilities, office management, or corporate services, with a solid understanding of day-to-day operational support

• Strong financial administration skills, including experience raising purchase orders, processing invoices, and working with procurement or finance systems (e.g., Coupa/MySpend or similar)

• Proficiency with MS Office Suite and workplace/helpdesk management systems, with the ability to maintain accurate data and records

• Demonstrated ability to coordinate and support meetings, including note-taking, action tracking, and timely follow-up with participants

• Experience supporting compliance and Health & Safety administration, including familiarity with ISO standards or environmental management processes

These are additional nice to haves:

• Experience working with IWMS platforms such as Planon

• Familiarity with Snow ticketing systems or similar helpdesk tools

• Experience managing supplier or vendor relationships in a corporate environment

• Exposure to internal communications tools and enterprise portals

• A background in supporting workplace projects or change initiatives

• Strong interpersonal skills with the ability to build trusted relationships across all levels of an organisation

• A proactive, solutions-focused mindset with a genuine passion for delivering excellent service

For United Kingdom, the base salary range for this position is between GBP 28,000 and GBP 42,000 for a full-time role.

The specific salary offered considers:

• The requirements, scope, complexity and responsibilities of the role

• The applicant's own profile including education/qualifications, expertise, specialisation, skills and experience

This is a fully on-site role. The expectation is that you will be present in the London office five days per week.