Job Title: Facilities Administrator
Division: FI – Facilities Management
Location: Botany Bay, Chorley
Reporting to: FM Service Manager
Hours: 37.5 hours per week
Permanent / Temporary / Fixed Term: Permanent
Start Date: ASAP
Role Overview
The FM Administrator will act as the main point of contact for all administrative duties supporting the day‑to‑day operations of the FI‑FM Head Office. The role will work directly with FI‑FM clients, ensuring all issues are captured and passed promptly to the relevant Regional Facilities Manager. This position supports the Regional Facilities Managers and the Central Management Team in producing procedures, spreadsheets, and policies, contributing to more efficient and effective ways of operating across the business. The role will also provide PA cover when required, supporting a variety of administrative functions including telephone and email management, job sheets, materials, fleet coordination, tradesmen scheduling, office organisation, health & safety administration, and all systems relating to expenses, travel, and training. Additional responsibilities include assisting with the creation of purchase orders and supporting procurement processes for subcontractors and suppliers. Strong communication is essential, ensuring that all relevant stakeholders are kept informed of updates and changes within FI‑FM.
Key Duties & Responsibilities:
Administration Duties
- Manage incoming emails and direct correspondence to the relevant individuals or teams.
- Provide administrative support for supplier and contractor management.
- Filter and prioritise incoming telephone calls, ensuring queries are directed appropriately.
- Log all FI‑FM in‑house works, including orders, invoices, job sheets, timesheets, and materials used for each job.
- Support fleet management activities, including insurance, MOT scheduling, and coordination of repairs.
- Create and maintain internal working documents for client reporting, such as spreadsheets, reports, and budget summaries.
- Conduct online research to identify new suppliers and contractors.
- Maintain and update the approved and preferred contractor lists, ensuring compliance documentation is up to date
Daily Operations
- Maintain oversight of the daily location and availability of FI‑FM staff
- Produce reports on operational matters such as security incidents, invoice queries, and supplier expenditure.
- Respond to client queries and provide updates on the status of ongoing works.
- Support day‑to‑day administrative activities including handling calls, emails, mail, orders, invoicing, material procurement, and subcontractor coordination. Assist in monitoring job‑related expenditure to support cost control.
- Work with finance (Purchase Ledger) through Yardi to ensure all works and invoices are tracked accurately from instruction through to completion
- The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organization
(This is not an exhaustive list of duties and the candidate could be asked to perform other tasks from across the business as and when necessary)
Qualifications & Experience Required
- Experience in an administrative or coordination role, ideally within Facilities Management, Property Management, or a related operational environment.
- Strong background in handling high‑volume email and telephone communication in a fast‑paced setting.
- Experience working with contractors, suppliers, or service providers, including gathering documentation and maintaining compliance records.
- Familiarity with procurement processes, including raising purchase orders and supporting supplier onboarding.
- Experience creating and maintaining spreadsheets, reports, and other working documents for operational or financial tracking.
- Experience liaising with clients or internal teams to provide updates, resolve queries, and support service delivery.
- Comfortable working with digital platforms and business systems (e.g., CAFM, finance or purchase ledger systems such as Yardi or similar).
- Demonstrated ability to juggle multiple tasks and prioritise effectively to meet deadlines.
Personal Profile Requirements
- Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Excellent organisational skills, with the ability to prioritise tasks and manage workload effectively.
- High level of accuracy and attention to detail, particularly when handling data, documentation, and financial information.
- Ability to work under pressure and meet deadlines in a fast‑paced, reactive environment.
- Strong teamwork skills, with the ability to collaborate effectively with the wider FM and management teams.
- Competent in handling confidential information with discretion and professionalism.