Facilities Management Administrator
The Facilities Management Administrator plays a vital role in ensuring the smooth and efficient operation of the facilities team. This position is responsible for a wide range of administrative duties supporting maintenance scheduling, compliance reporting, procurement, documentation management, and workforce planning. The ideal candidate will be highly organized, detail-oriented, proactive, with strong communication skills and a solid understanding of both planned and reactive maintenance processes.
Responsibilities include managing essential documentation such as visitors and dosimetry forms, scheduling maintenance tasks through PDA systems, maintaining accurate job folders, and documenting completed work. The administrator will process holiday forms and timesheets, address pay-related queries, and track staff availability, including standdown times due to holidays or site closures. Support for shift planning and RCA pay calculations is also required.
Daily operations involve assisting with shift scheduling, maintaining accurate records, overseeing procurement of supplies (stationery, PPE), raising and receipting purchase orders, and organizing invoices and quotations. The role also requires keeping PPM and purchase order trackers up to date.
Compliance is key. The administrator will generate maintenance and compliance reports, ensure jobs are closed in the facilities management system (e.g., Maximo), and manage supporting documentation uploads. Asset tracking and lifecycle record maintenance are also part of the role.
Candidates should possess strong administrative and organizational skills, proficiency in Microsoft Office and facilities management software, and the ability to manage multiple tasks in a fast-paced environment. Effective communication with stakeholders and previous experience in a similar role, along with knowledge of health and safety procedures, procurement, and invoicing, would be advantageous.
Our benefits include virtual GP access, financial wellbeing schemes, flexible lifestyle benefits via Choices platform, high street discounts, cycle-to-work schemes, life cover, enhanced pension contributions, and employee recognition programs like Mitie Stars with cash prizes.
We prioritize career progression through diverse training and development resources. Our recruitment process is inclusive and accessible; please contact Romeo Marufu at romeo.marufu@mitie.com for accommodations related to disabilities or long-term conditions.
Since 1987, Mitie’s 72,000 employees have maintained companies globally. We are the UK’s leading facilities management and professional services provider, serving banking, government, hospitals, and schools.
Join our Mitie Team. Together, our diversity makes us stronger.
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