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Job Title: Administrator
Location: MITIE Defence UK, Technical Services, Building, Royal Air Force Mildenhall IP28 8NF
Company: Mitie
Contract Type: Full Time Permanent Contract
Hours: 40 hours per week, Monday to Friday.
Holidays: 25 days a year plus UK bank holidays
Reporting to: Performance and Helpdesk Manager
Position Overview:
We are seeking a proactive and detail-oriented Administrator to join our team at RAF Mildenhall. This role supports the Admin and Helpdesk function, ensuring the efficient delivery of services across the facilities management contract. You will act as a key point of contact for internal and external stakeholders, managing service requests professionally, accurately, and within agreed timescales.
In addition to general administrative and helpdesk duties, the role will potentially provide planned maintenance, fire, quality assurance, minor new works, and stores administration support.
The ideal candidate will have strong customer service experience, excellent organisational skills, and the ability to manage multiple tasks in a fast-paced environment. You will work with systems such as Maximo to maintain accurate records and support compliance-driven workflows.
Key Responsibilities:
Helpdesk Operations
1. Respond to incoming calls and emails, logging customer requests accurately.
2. Raise reactive routines and purchase orders.
3. Monitor and close jobs, attaching relevant documentation.
4. Ensure timely data input/output.
Administrative Support
5. Prepare reports, trackers, and month-end documentation (journals, invoicing, accruals).
6. Maintain asset registers, uniform/equipment inventories, and filing systems.
7. Support site managers and SLT during absences.
8. Assist with audits and document archiving.
General Administration
9. Manage diaries, schedule meetings, take minutes, and arrange events.
10. Create and manage documents, spreadsheets, and presentations.
11. Compile reports and support the production of key documents.
12. Maintain confidentiality and professionalism in all communications.
13. Maintain clear communication with clients and internal teams.
14. Attend meetings, training sessions, and contribute to team updates.
Planned maintenance, fire, quality assurance, minor new works, and stores Administration support
Schedule, coordinate, and monitor planned maintenance activities across fire safety systems, minor new works, and general estate requirements, ensuring works are delivered safely, compliantly, and to agreed standards. Maintain accurate and auditable records relating to fire compliance, inspections, quality assurance checks, certifications, defects, remedial actions, and asset information. Support quality assurance processes by ensuring documentation, trackers, and evidence packs are complete, up to date, and audit ready. Coordinate works with customers, engineers, subcontractors, and internal teams, while also providing stores administration support, including stock monitoring, ordering, issue logs, and record maintenance. Provide administrative support to Office and Contract Managers through scheduling, data entry, reporting, and document preparation.
What We are Looking For:
15. Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
16. Strong organisational and multitasking skills.
17. Excellent written and verbal communication.
18. Personable and collaborative, with a customer-focused approach.
19. Ability to work independently and as part of a team.
20. Must be capable of achieving security clearance.
21. Experience in Facilities Management or Building Services (desirable).
22. Familiarity with Maximo (desirable).
Benefits:
23. Competitive salary and benefits package.
24. 25 days of holiday per year plus UK bank holidays.
25. Opportunity to work in a dynamic and diverse environment.
26. Career development and training opportunities.
27. Access to Mitie's employee benefits via the Celebration Hub.
Additional Information
MOD security clearance and DBS Standard required.
To meet national security vetting requirements, you will normally need to have been resident in the UK for at least 5 years for Security Clearance.
Proof of right to work in UK essential.
About the company
Mitie is a business of 77, colleagues making us the UK's leading facilities management company. Mitie's vision is to work together to deliver the exceptional, every day. It is a commitment we make to our customers day in, day out. We are built on integrity and trust. We always go the extra mile to get the job done.
We champion diversity and inclusion and have six employee networks offering supportive spaces for military veterans, parents and carers, LGBTQ+, women, disabled colleagues, and for all races and ethnicities. Mitie has a comprehensive and practical approach to achieving net zero carbon. A wide variety of benefits are available to employees, including additional leave purchase, Give as You Earn, Salary Finance, Save as You Earn, Share Incentive Plan, Cycle to Work, purchase of private medical cover, life cover, technical equipment, childcare vouchers, and more. A reward and recognition scheme are in place, and a wide variety of high street discounts are available to claim. There are career pathway opportunities, such as workplace apprenticeships and leadership development programmes, and an offer is made to ‘give back' to the community during paid time. Please ask more about these benefits at interview.
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 Shivam Sharma at .