Facilities Administrator

Contract: Professional & Technology Services

Location: Derby, DE21 6AW

Hours of work: 40

Contract Type: Permanent

Our client provides facilities management, cleaning and hygiene services, maintenance and building services, catering, security, landscaping, and a wide range of other tailor-made services for customers throughout the public and private sectors, both in the UK and globally.

Our client delivers these services to the entire UK estate of our client, which owns the client brand, including corporate locations, technical sites, and retail stores.

Job Description

The Facilities Administrator role involves providing general administrative support for the contract.

A significant portion of the role includes both reactive and planned maintenance (PPM) administration, updating systems and records to ensure compliance and data quality.

Additionally, the post holder will provide administrative support and cover for the Property PCS team, building management, and Property Access/Change Request Administration teams.

The ideal candidate will be highly organised and detail-oriented, capable of managing various administrative tasks in a fast-paced environment.

Key Responsibilities

• Updating and maintaining the centrally held account records – annual leave/sickness/in hours availability and out of hours rotas
• Ordering account team equipment and maintaining records
• Receiving PPM updates and completions; checking work details and logging correctives
• Receiving reactive updates and completions and actioning these on the CAFM system
• Producing regular reports from the CAFM system
• Updating the CAFM system with job completion data; ensuring accurate completion dates are entered and any notes detail is updated
• Maintaining asset data and liaise with the central Data Management Team and UK FMS to ensure changes to data are prompt and accurate
• Processing account new starters – contract, vetting and right to work documentation
• Proactively chasing PPM completion with suppliers, issuing chase reports and monitoring jobs not completed, flagging any issues to the Asset Data & Compliance Manager and FM/ROM/Compliance team

Professional and Personal Competencies/Qualifications

• Excellent communicator, able to quickly build relationships with others
• Reliable and committed to delivering a great support service
• Attention to detail and able to work on own initiative
• Administration experience essential
• Experience of working with Microsoft Office applications – Excel, Word
• Experience of working with CAFM systems desirable
• Experience of working on a fast-paced busy account desirable
• Exceptional attention to detail and analysis, focusing on accuracy and following tasks through to completion
• Computer literate – good Excel skills
• Ability to build and maintain relationships