Administrator

Title: AdministratorContractlength: 3 monthsLocation: Ellesmere Port, UK (On-site)Shift: Full time (Tuesday to Friday - 30 hours per week)

Company's Information

EQUANS is a global leader in energy services, with nearly 100,000 employees in over 50 countries and an annual turnover of over 17 billion euros. In the UK & Ireland, EQUANS provides FM, regeneration, technical, and energy services, specialising in smart buildings, green mobility, district energy, as well as renewables. EQUANS' 13,500 UK & Ireland employees support the transition to net zero and digital and industrial transformations. EQUANS is a Bouygues group company.

About the RoleWe are seeking a highly organised and proactive Administrative Coordinator to provide comprehensive administrative support across a busy client contract. This role is pivotal in ensuring the smooth day-to-day operation of business activities, supporting both client stakeholders and internal teams through the efficient delivery of a broad range of administrative services.The successful candidate will act as a key point of contact for administrative enquiries and will be responsible for coordinating tasks such as work order administration, database management, postal services, access control administration, reporting support, financial administration, and reception cover. The role requires excellent attention to detail, strong communication skills, and the ability to manage multiple priorities while maintaining high levels of accuracy and customer service.Working closely with Workplace Solutions Supervisors and the Soft FM Manager, you will play an important role in ensuring service delivery aligns with contractual KPIs and client expectations.Key ResponsibilitiesAdministrative Support

Act as the first point of contact for client and internal stakeholder enquiries relating to a range of administrative activities.

Provide efficient and accurate administrative support across the contract.

Manage and maintain multiple databases, ensuring data integrity and accuracy.

Assist with postal scanning, forwarding, and other mail-related activities.

Issue and manage ID badges, access fobs, print cards, and site keys in accordance with company procedures.

Coordinate bookings and administration relating to community services and facilities.

Work Order & Operations Administration

Manage the day-to-day issuing, monitoring, and tracking of responsive works orders in line with contractual requirements.

Support operational teams with administrative processes and documentation.

Escalate issues appropriately when outside the scope of responsibility.

Reporting & Data Management

Assist with collecting and maintaining operational data for monthly reporting.

Support the preparation of reports, including overtime tracking, site audit information, and performance-related data.

Ensure records are maintained accurately and updated in a timely manner.

Stakeholder & Client Support

Monitor shared team inboxes and respond professionally to enquiries from clients and internal stakeholders.

Provide information relating to business operations and escalate queries where necessary.

Build and maintain positive working relationships with colleagues, clients, suppliers, and senior stakeholders.

Financial & Office Administration

Support financial administration processes by capturing purchase order numbers and issuing them to suppliers as required.

Monitor and track cleaning orders and related administrative records.

Ensure office supplies, stationery, and ancillary items are maintained to support uninterrupted business operations.

Assist in maintaining a compliant, organised, and fully operational office environment.

Reception & Meeting Support

Provide reception cover when required across client locations in Ellesmere Port and Chester.

Welcome visitors and provide a professional front-of-house service.

Attend council and business meetings as required and produce accurate meeting minutes and action logs.

Additional Duties

Provide flexible support to Supervisors and the Soft FM Manager, including assisting with urgent or short-notice tasks.

Contribute to the achievement of contract KPIs and service delivery standards.

Undertake any other reasonable duties consistent with the role.

Skills & ExperienceEssential

Previous experience in an administrative or business support role.

Strong organisational skills with the ability to prioritise and manage multiple tasks effectively.

Excellent attention to detail and a high level of accuracy.

Strong interpersonal and customer service skills.

Excellent verbal and written communication abilities.

Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.

Experience supporting operational or facilities management teams.

Ability to work independently while collaborating effectively within a team environment.

Strong stakeholder management skills with the ability to build relationships at all levels.

Desirable

Experience within facilities management, workplace services, or a customer-focused operational environment.

Experience of work order management systems and database administration.

Previous experience taking meeting minutes and supporting governance or council meetings.