Administration Assistant

Mitie Cleaning & Hygiene Services; New Romney; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading facilities management company is seeking a Facilities Management Administrator to support the efficient operation of their team. The role involves managing documentation, scheduling maintenance, and ensuring compliance. Ideal candidates are organized, detail-oriented, and possess strong communication skills. Join a diverse team committed to inclusivity and career development.

Benefits

Access to virtual GP services

Financial wellbeing schemes

Flexible holiday options

High street discounts

Cycle-to-work schemes

Life cover

Pension schemes

Employee recognition programs

Career development opportunities

Qualifications

• Strong administrative and organizational skills required.
• Experience in health and safety, procurement, and invoicing processes advantageous.

Responsibilities

• Manage documentation and schedule maintenance tasks.
• Process holiday forms and timesheets, support shift planning.
• Generate maintenance and compliance reports.

Skills

Organizational Skills

Communication Skills

Attention to Detail

Multitasking

Education

Experience in a similar role

Tools

Microsoft Office

Facilities Management Software

Job description

Better places, thriving communities.

The Facilities Management Administrator plays a vital role in ensuring the smooth and efficient operation of the facilities team. This position is responsible for a wide range of administrative duties that support maintenance scheduling, compliance reporting, procurement, documentation management, and workforce planning. The ideal candidate will be highly organized, detail-oriented, and proactive, with strong communication skills and a solid understanding of both planned and reactive maintenance processes.

In this role, the administrator will:

1. Manage essential documentation, including visitors and dosimetry forms.
2. Schedule maintenance tasks through PDA systems.
3. Ensure all job folders are accurately maintained and records of completed work are properly documented.
4. Process holiday forms and timesheets, address pay-related queries, and track staff availability, including standdown times due to holidays or site closures.
5. Support shift planning and RCA pay calculations.
6. Assist with shift scheduling and maintain accurate records daily.
7. Oversee procurement of supplies such as stationery and PPE, raise and receipt purchase orders, and organize invoices and quotations.
8. Keep PPM and purchase order trackers up to date.
9. Generate maintenance and compliance reports, ensure closure of jobs in the facilities management system (e.g., Maximo), and manage supporting documentation uploads.
10. Support asset tracking and lifecycle planning through accurate record-keeping.

Candidates should possess strong administrative and organizational skills, attention to detail, and proficiency in Microsoft Office and facilities management software. Effective multitasking and stakeholder communication skills are essential. Experience in a similar role, knowledge of health and safety, procurement, and invoicing processes are advantageous.

Our benefits include access to virtual GP services, financial wellbeing schemes, flexible holiday options, high street discounts, cycle-to-work schemes, life cover, pension schemes, employee recognition programs, and career development opportunities.

Mitie is committed to inclusivity and accessibility in our recruitment process. If you require reasonable adjustments, please contact Romeo Marufu at [e-mail].

Since 1987, Mitie’s 72,000 employees have been maintaining companies globally. We are the UK’s leading facilities management and professional services company, serving clients across banking, government, healthcare, and education sectors.

Join our Mitie Team.
Together our diversity makes us stronger.