Facilities Administrator

A local authority is seeking a highly organised and proactive Technical / Facilities Administrator to join its Facilities Management team. This is a key role providing comprehensive administrative support to ensure service continuity, quality, and the effective delivery of Soft FM maintenance contracts.

You will be part of a collaborative administration team, supporting both planned and reactive maintenance activities while helping to ensure operational efficiency across the service. The role requires someone who enjoys a challenge, can manage competing priorities, and is confident working both independently and as part of a team.

• Administer Soft FM maintenance contracts, ensuring effective coordination and oversight
• Monitor inspections and ensure compliance with contractual requirements
• Chase, process, and manage contractor invoices in line with financial procedures
• Liaise with technical teams to obtain and record site feedback
• Support planned and responsive maintenance activities
• Act as a point of contact for internal and external enquiries, resolving issues or escalating where appropriate
• Undertake data analysis and produce reports from multiple systems to support decision-making
• Arrange and support meetings, including diary management, agenda preparation, minute taking, and follow-up actions
• Maintain accurate and secure electronic and manual record systems
• Identify and implement process improvements to enhance service delivery
• Provide support to the helpdesk rota where required

• Educated to A Level standard or equivalent experience
• Proven experience in an administrative support role, ideally within a facilities management or public sector environment
• Experience working with a range of stakeholders, including external partners
• Strong organisational skills with the ability to plan, prioritise, and manage workloads effectively
• Ability to analyse information and produce accurate reports
• Confident in handling complex queries and resolving issues professionally
• Good working knowledge of IT systems, including Microsoft Word, Excel, and Power Point
• Proactive, flexible, and a strong team player