Job Description

About us

At DMT Facilities, we strive to be a leading provider of planned preventative and reactive maintenance in Facilities Management.

Our technical expertise, superior service, and professionalism have made us a trusted partner, fostering long-term relationships with clients across industries. We are here to make a difference. We challenge the normal and we are all about collaboration. We value building relationships, listening to our clients and finding better solutions for them.

About the role

We are looking for a proactive and highly organised Operations Administrator to support the daily operations of DMT Facilities. This is a hands-on role suited to someone who thrives in a fast-paced environment and is eager to help a growing business operate efficiently and effectively.

Working directly with the Company Director, you'll play a pivotal role in streamlining communication, coordinating field teams, supporting client relationships, and ensuring we deliver the high standard of service our clients expect.

Key accountabilities

General Administration

Manage service and info email accounts. Handle inbound queries and coordinate team responses. Maintain Risk Assessments and Method Statements. Schedule Toolbox Talks and oversee training compliance. Develop a dashboard/report pack covering job status, quote conversions, SLA & PPM compliance, and feedback.

Director Support

Anticipate weekly needs: meetings, reports, client follow-ups. Produce a Monday "Director Dashboard" outlining key priorities, risks, and opportunities.

Tendering & Proposal Support

Draft tenders and mini proposals for new opportunities. Build and maintain a content library (intros, service outlines, bios, case studies).

System Oversight - Joblogic (JL)

Manage job records: raising, progressing, and closing. Allocate costs, raise POs, and manage the quote lifecycle. Update and track a monthly quote log. Liaise with subcontractors for pricing and availability.

Engineer Coordination - Connecteam (CT) & Joblogic (JL)

Allocate daily tasks and ensure optimal engineer utilisation. Transfer job data from CT to JL for full lifecycle tracking. Ensure each site has suitable engineering coverage.

Engineer Support

Monitor engineer schedules and manage PPE issuance. Conduct monthly 1:1s to address challenges and gather feedback. Highlight top performers to leadership.

Client Management

Provide timely job updates and monthly performance reports. Maintain regular contact and attend client meetings. Identify additional work opportunities and flag to Directors.

Marketing & Business Development

Support LinkedIn presence for DMT Facilities and the Director's profile. Conduct outreach to similar potential clients. Send brochures and service packs to leads. Maintain a lead generation and follow-up log.

Required skills and experience

Essential

Previous experience within an administration role, ideally within a transferable industry. Experience with dealing with customers over all forms of communication. Competent in the use of computerised systems, such as Microsoft Office Word, Excel, Outlook, etc. Comfortable using CAFM systems (JobLogic, Connect Team a plus). Confident working independently and remotely, with initiative.

Desirable

Commercial awareness Technical awareness

A Note Before You Apply

This role requires someone who is solutions-focused, independent, and able to think on their feet and can get stuck in.

We're a small, fast-moving team, and we value common sense, initiative, and a calm, can-do attitude. If that sounds like you, and you're excited to help shape the future of a growing business, we'd love to hear from you.

Job Types: Full-time, Permanent

Pay: 30,000.00-40,000.00 per year

Additional pay:

Bonus scheme Performance bonus Yearly bonus
Benefits:

Company pension Free or subsidised travel Work from home
Schedule:

Monday to Friday
Experience:

Facilities maintenance: 2 years (preferred) Administrative: 5 years (preferred)
Work Location: Hybrid remote in Broadstairs CT10 2HT

Reference ID: OA - 002