Facilities Administrator

Diligenta; Peterborough; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player seeks a proactive Facilities Administrator to support the Head of Facilities and enhance operations. In this dynamic role, you'll manage the Facilities Helpdesk, coordinate with Health & Safety teams, and oversee desk space planning. Your strong organizational skills and attention to detail will be vital in ensuring compliance and operational efficiency. Join a supportive, people-focused organization where your contributions will drive positive change and development. This is a fantastic opportunity for someone looking to grow their career in a vibrant environment.

Qualifications

• 3+ years of experience in a Facilities or Estates environment.
• Strong proficiency in Microsoft Office, especially Outlook, Excel, and Word.

Responsibilities

• Manage the Facilities Helpdesk and ensure efficient issue tracking.
• Coordinate with Health & Safety teams and maintain records.
• Organise internal events and support general administrative tasks.

Skills

Microsoft Office

Written Communication

Verbal Communication

Organizational Skills

Self-Motivation

Diary Management

Travel Booking

Attention to Detail

Education

GCSEs in Maths and English (or equivalent)

Job description

Diligenta's vision is to be acknowledged as Best in-class Platform based Life and Pensions Administration Service provider. Customer service is at the heart of everything we do and our aim is to transform our clients' operations. A business that has been described as 'home' by existing employees, we drive a culture that is founded on positive change and development.

Summary of the role

We are looking for a proactive and detail-oriented Facilities Administrator to provide essential support to the Head of Facilities and the wider team. In this dynamic and fast-paced environment, you'll be instrumental in ensuring the smooth operation of Real Estate and Facilities services across our business. Your strong organisational skills, can-do attitude, and ability to multitask will play a key role in maintaining a high standard of service, compliance, and operational efficiency. This is an excellent opportunity for someone looking to develop their career within a supportive, people-focused organisation.

What you'll be doing

• Manage the Facilities Helpdesk, ensuring efficient issue tracking and monthly reporting.
• Monitor site access control, support physical security audits, and escalate issues as needed.
• Coordinate with Health & Safety teams to maintain accurate records and support biweekly meetings.
• Track and reconcile Real Estate & Facilities, resolving supplier disputes promptly.
• Oversee desk space planning and desk moves at the Peterborough site.
• Collate monthly MI on occupancy levels in all offices.
• Handle parking permit and locker management, ensuring records are accurate and up to date.
• Administer building change control requests and manage the approval process.
• Organise internal events, including the annual Remembrance ceremony.
• Draft clear internal communications and assist with year-end holiday carry forward.
• Support general administrative tasks including travel booking, diary coordination, agendas, and minutes.
• Identify opportunities for process improvement and cost savings through innovation.

Ad-hoc duties as required. The above list is not exhaustive.

What we're looking for

• Intermediate or above proficiency in Microsoft Office (especially Outlook, Excel, and Word).
• Strong written and verbal communication skills.
• Excellent organisational skills and attention to detail.
• Self-motivated, proactive, and able to work independently.
• Experience managing diaries and booking travel.
• Preparing meeting agendas and meeting minutes.
• Minimum 3 years of experience in a Facilities or Estates environment, ideally within the professional or financial services sector.
• A good level of education, including GCSEs in Maths and English (or equivalent).