Job titleBusiness Support Administrator LocationSalfordDepartmentOperationsReporting toContract ManagerWorking Hours40 hrs per week, Monday to Friday 8am to 4.30pmSalary£27,000 to £28,000 depending on experienceAbout HFLOur client is one of the UK's foremost building services companies. We have an enviable reputation for the reliable delivery of cost and energy efficient building management, operational and technical solutions for businesses of all shapes and sizes - from retail parks to leisure complexes, educational establishments and commercial properties.
Purpose and objectives of the role
We are seeking a proactive and highly organised Administrator to support our clients portfolio. This role is pivotal in ensuring the smooth coordination of subcontractor Planned Preventative Maintenance (PPM) visits and Extra Works, while maintaining strong communication with both internal teams and the client.
The successful candidate will act as the first point of contact for the client, manage compliance documentation, and work closely with Contract Managers and the Facilities Manager to maintain high completion rates and service standards.
Main duties and responsibilitiesSubcontractor PPM Coordination
Schedule and coordinate all subcontractor PPM visits across the BNP portfolio.
Liaise with subcontractors to confirm attendance, issue RAMS, and ensure timely delivery of service reports.
Monitor completion rates and escalate delays or issues to the relevant Contract Manager.Extra Works Administration
Support the quotation process by liaising with Contract Managers and suppliers.
Issue approved quotes to clients and raise purchase orders to contractors or suppliers.
Track progress of extra works and ensure timely completion and documentation.Client Communication & Support
Act as the first point of contact for the client for all administrative queries and updates.
Provide timely updates on scheduled works, ETAs, and completion reports.
Maintain a professional and responsive communication standard at all times.Compliance & Reporting
Upload all service reports, RAMS, and completion documentation to the client’s compliance system.
Ensure all documentation is accurate, complete, and submitted within required timeframes.
Support internal audits and compliance checks as required.Collaboration & Internal Support
Work closely with Contract Managers and the Facilities Manager to ensure operational targets are met.
Provide administrative support to the wider operations team as needed.
Contribute to continuous improvement of administrative processes and client service delivery.Skills & Qualifications:
Proven experience in a similar administrative or coordination role, ideally within FM or building services.
Strong organisational and time management skills.
Excellent communication skills, both written and verbal.
Proficient in Microsoft Office and confident using client compliance portals.
Ability to manage multiple priorities and work to tight deadlines.
A proactive, solution-focused approach with strong attention to detail.
Desirable:
Experience working with subcontractors and managing PPM schedules.
Familiarity with CAFM systems and document control processes.
Knowledge of health & safety documentation (RAMS, service reports, etc.).Locations, Hours and Benefits
Continued development support.
31 days holidays, including 8 days bank holidays. Holidays increase to 33 days, including 8 days bank holidays after 5 years of service.
Company Sick Pay Scheme.
Regular company socials.
5.7% employer Pension Contribution.
Free car parking.
£750 staff referral scheme.
Birthday voucher