Job Description

Overview

We are looking for a proactive and highly organised Facilities Management Administrator to help oversee the day-to-day administrative operations of our facilities management company. This role is essential in ensuring smooth workflow, effective communication, and high-quality service delivery across all active projects and sites.

Key ResponsibilitiesEmail & Communication Management

Monitor and manage the shared inbox, ensuring all emails are responded to in a timely and professional manner. Act as a central point of communication between clients, contractors, and the internal team. Escalate urgent issues to senior staff where needed.

Scheduling & Workflow Coordination

Maintain and update the daily work schedule, ensuring all jobs are accurately logged and amended as needed. Coordinate appointment slots, contractor availability, and job timelines. Ensure the team is kept informed of any changes or requirements across ongoing works.

Site Visits & Quality Assurance

Attend sites to take photos and gather information required to prepare accurate and competitive quotes. Revisit sites following works completion to confirm standards, document results, and ensure all tasks have been carried out to a high standard. Communicate any issues or discrepancies internally and support resolution processes.

Contractor & Team Support

Assist in managing contractors assigned to various jobs, ensuring they have the correct information, access, and instructions. Maintain strong communication with the wider team to ensure alignment on job progress, priorities, and issues.

Skills & Experience Required

Strong organisational and multitasking abilities. Excellent written and verbal communication skills. Ability to prioritise tasks and manage changing workloads. Confident attending sites, taking photos, and assessing basic work completion. Experience within facilities management, property maintenance, or a similar operational role (preferred but not essential). Competent using scheduling tools, email systems, and basic office software.

Personal Attributes

Proactive, reliable, and detail-focused. Confident problem-solver with a hands-on approach. Comfortable liaising with customers, contractors, and team members. Able to work independently and take initiative.

Additional Requirements

Full driving licence and access to own vehicle.

Mileage for all site visits will be reimbursed.

Hours

16 hours per week total

6 hours fixed every Monday

Remaining hours worked flexibly across the week depending on business needs

Job Types: Part-time, Permanent

Pay: From 10,158.72 per year

Expected hours: 16 per week

Benefits:

Flexitime
Work Location: Hybrid remote in England, IG10 4HZ

Expected start date: 12/01/2026