FM Administrator - SW

We are seeking

Dowds Group is seeking an organised and proactive Facilities Management (FM) Administrator to support the effective delivery of our FM contracts across Scotland central Belt. This role plays a key part in ensuring strong administrative, financial, and operational support to Project Managers and the wider FM team.

The successful candidate will be detail ‑ driven, commercially aware, and comfortable working in a fast ‑ paced, contract ‑ based environment.

This role is site based with availability of 1 day per week working from Home.

• Assist with job logging, work order management, and contract records
• Assist with arranging works attendances
• Liaise with internal and external engineers for job updates
• Maintain internal and client CAFM system with job assignments, log notes, attendance, and completion times/dates, and job status changes
• Checking and uploading of certification to the client CAFM system
• Manage documentation related to compliance, certifications, and audits
• Process Supplier and Sub‑contractor Purchase orders and delivery documentation
• Collate and check supplier invoices, timesheets, and back‑up documentation
• Produce basic reports, dashboards, and KPI information for review
• Act as an administrative point of contact for clients, suppliers, and internal stakeholders
• Maintain filing systems, trackers, and shared drives to ensure data accuracy and accessibility

• Previous experience in an administrative role, ideally within FM, construction, engineering, or a service‑based environment
• Strong organisational skills with excellent attention to detail
• Good working knowledge of Microsoft Office, particularly Excel and Outlook
• Confidence handling financial data such as invoices, costs, and trackers
• Confidence handling documentation and certification
• Ability to prioritise tasks and work effectively in a deadline‑driven environment
• Strong communication skills, both written and verbal
• Experience working within a Facilities Management or contract‑led business
• Familiarity with work order systems or CAFM platforms
• Basic understanding of commercial or contract administration
• Experience supporting multiple stakeholders across operational teams

• 41 Days Holiday
• Private Medical
• Bonus
• Pension
• Plus, many more

Dowds is an Equal Opportunities Employer