Better places, thriving communities.
Facilities Compliance & Helpdesk Administrator – HIRC
Salary: £32, per annum
Benefits:
1. Pension & Life Insurance
2. Generous Holiday Allowance
3. Free Parking
4. Meals on Duty
5. Use of On‑Site Gym
6. Retail & Restaurant Discount Scheme
Role Purpose
The Facilities Compliance & Helpdesk Administrator provides a vital support function to the Facilities Management (FM) team at HIRC. This role ensures the smooth operation of FM services by delivering an effective helpdesk, maintaining accurate compliance records, and acting as the first point of contact for all FM-related enquiries. The postholder will be responsible for coordinating information, updating FM systems, and supporting managers to ensure statutory and contractual compliance across the estate.
Key Responsibilities
Helpdesk & Customer Service
7. Act as the first point of contact for all FM queries, job requests, and escalation requirements.
8. Log, update, and monitor requests in the FM management systems (e.g., CAFAM) to ensure timely response and resolution.
9. Escalate incidents to FM Managers, the Authority, or third parties in line with the escalation procedure.
Compliance & Systems Administration
10. Maintain up‑to‑date Planned Preventative Maintenance (PPM) records by liaising closely with FM Asset Managers.
11. Ensure compliance documentation is stored, updated, and accessible in line with audit and contractual requirements.
12. Support the management and accuracy of both manual and digital records, including reactive maintenance and PPM systems.
Administrative Support
13. Provide comprehensive administrative support to the FM team to ensure efficient day‑to‑day operations.
14. Produce and distribute reports, documents, and correspondence to the required standards.
15. Manage diaries, schedule appointments, and coordinate meetings, travel, and accommodation.
16. Take meeting minutes and ensure accurate distribution of agendas and follow-up actions.
17. Type letters, draft communications, and manage general office administration tasks.
Financial & Stock Control
18. Raise purchase orders and verify invoices in line with company policies.
19. Maintain appropriate levels of office forms, documentation, and required materials, ensuring availability when needed.
Person Specification
Essential
20. Proven administrative experience in a similar environment.
21. Strong organisational skills with high attention to detail.
22. Ability to manage multiple tasks in a fast‑paced environment.
23. Confident communicator with excellent customer service skills.
24. Proficient in Microsoft Office (Word, Excel, Outlook).
Desirable
25. Experience using FM management systems (e.g., CAFAM).
26. Understanding of FM processes, compliance, or statutory maintenance requirements.
Our market-leading offering provides you with benefits that suit your lifestyle.
We have a virtual GP on hand for you and members of your household. So you can get expert advice by video or phone without having to leave your home. We offer financial wellbeing assistance through our Salary Finance scheme. For example, you could access 50% of your earned pay before payday for a small fee. Salary Finance also offers competitive loans.
When you join us, we’ll give you a link to our flexible lifestyle benefits platform, Choices. You might choose to purchase up to five extra days’ holiday each year. You might buy critical illness insurance, seek dental treatment or buy technology products at an affordable cost. There are many choices!
We give you access to high street discounts from thousands of well-known retailers, gyms and more through our MiDeals platform. And we have a cycle-to-work scheme. Life cover of up to four times your salary is available. We also offer enhanced pension contributions, a save-as-you-earn scheme, and a Mitie Matching Share Plan (you could even be awarded free shares in Mitie).
We award our employees with Mitie Stars as recognition for their hard work. There are cash prizes up for grabs each month and at the end of the year there’s a chance to scoop a top prize of £10,!
Our success is a direct result of the experience and quality of our people. Progressing your career is therefore a top priority for us. We offer a diverse variety of training and development avenues via a wide selection of learning resources to suit you.
We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long-term condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments, changes or do anything differently during the recruitment process, please let us know by emailing at .