Job Description
Facilities Administrator
Department: Hard Services / Facilities Management
Reports To: Contract Manager / Facilities Manager
About the Company
PRS are partnered with a global provider of Integrated Facilities Management and engineering services.
Role Overview
We are seeking a proactive and organised Facilities Administrator to support the delivery of Hard Services facilities management operations. The successful candidate will provide administrative and coordination support across planned and reactive maintenance activities, compliance reporting, contractor management, and helpdesk operations.
This role is ideal for an individual with 2–3 years’ experience within facilities management, engineering support, property services, or a hard services environment who is looking to develop their career within a technically focused FM business.
Key Responsibilities
* Provide administrative support to the Hard Services and Engineering teams
* Coordinate planned preventative maintenance (PPM) schedules and reactive maintenance works
* Raise, track, and close work orders through CAFM systems
* Ensure service reports, job sheets, compliance certificates, and statutory documentation are accurately maintained
* Liaise with engineers, subcontractors, suppliers, and clients regarding service delivery updates
* Support the management of SLAs and KPI reporting
* Assist with permit-to-work documentation and contractor compliance checks
* Monitor outstanding jobs and ensure timely completion of maintenance activities
* Produce reports, spreadsheets, and performance data for management review
* Support invoice processing, purchase orders, and general contract administration
* Maintain accurate asset and maintenance records
* Assist in ensuring compliance with health & safety regulations and company procedures
* Respond professionally to client requests and helpdesk enquiries
Skills & Experience
Essential
* 2–3 years’ experience in a Facilities Management, Hard Services, Engineering Administration, or Property Support role
* Good understanding of hard services FM including M&E, HVAC, compliance, or building maintenance
* Experience using CAFM/helpdesk systems
* Strong administrative and organisational skills
* Proficient in Microsoft Office, particularly Excel, Outlook, and Word
* Excellent communication and stakeholder management skills
* Ability to prioritise workload in a fast-paced environment
* High attention to detail and accuracy