SF Recruitment have partnered with an organisation in Lichfield who are looking to recruit an Administrator on an approximate 3 month (possibly longer) basis. The role will offer hybrid working once settled, and is perfect for someone who likes getting stuck in and being busy with a variety of tasks.
Hours: full time 37 hours per week
Pay rate: £15.50 per hour
To provide high-quality coordination, administrative and operational support across the Property & Facilities Management service. The postholder will be responsible for coordinating reactive repairs, planned maintenance tasks, compliance activities, contractor scheduling, documentation control, and supporting the delivery of a safe, compliant and well-maintained estate (commercial, operational and temporary accommodation properties).
This role is essential in ensuring strong communication between contractors, engineers, suppliers and internal stakeholders, enabling the FM team to deliver a professional, efficient and customer-focused service.
Responsibilities will include:
- Log, triage and allocate all reactive repairs across the estate (offices, depots, parks, TA units, community buildings).
- Track progress of all jobs to completion, chasing contractors where required.
- Maintain daily/weekly status reports for the FM team and senior managers.
- Support the monitoring of contractor performance (KPIs, job turnaround, SLA compliance).
- Coordinate statutory compliance tasks including
- Monitor expiry dates and ensure timely booking of contractors.
- Upload, file and quality-check all compliance certificates and reports on SharePoint.
- Escalate any non-compliance or overdue actions immediately.
- Maintain the PPM schedule for all property types.
- Ensure annual, quarterly, monthly and weekly tasks are tracked and evidenced.
- Liaise with the Senior FM Manager to update and improve PPM planning and asset lists.
- Act as first point of contact for all FM suppliers.
- Schedule site visits, arrange access, issue permits, RAMS, and ensure H&S documentation is received.
- Process purchase orders, quotes, callouts, invoices, and ensure findings are logged.
- Maintain accurate records, spreadsheets and trackers (reactive jobs, compliance logs, PPM calendars).
- Support rollout and use of the CAFM system (tracker or equivalent).
- Produce reports for senior leadership (weekly dashboards, monthly compliance updates).
- Prepare documents, minutes, agendas, and follow-up actions.
- Provide excellent, professional communication with internal teams, tenants, and contractors.
- Update stakeholders with job progress and escalate delays.
- Identify service risks early and flag to management