Administration Assistant

Mitie Group plc.; New Romney; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in facilities management is seeking a Facilities Management Administrator to support the operations team. The role involves a variety of administrative tasks, including scheduling maintenance, managing documentation, and ensuring compliance with health and safety procedures. The ideal candidate will be detail-oriented and proficient in Microsoft Office and relevant software. This position is crucial for maintaining efficient operations and supporting the facilities team in delivering high-quality services.

Qualifications

• Strong administrative and organizational skills required.
• Previous experience in a similar role preferred.

Responsibilities

• Manage maintenance scheduling and compliance reporting.
• Oversee procurement of supplies and maintain accurate records.
• Generate maintenance and compliance reports.

Skills

Organizational Skills

Communication

Attention to Detail

Proactivity

Tools

Microsoft Office

Facilities Management Software

Job description

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 manage essential documentation, including visitors and dosimetry forms, and will be responsible for scheduling maintenance tasks through PDA systems. They will ensure that all job folders are accurately maintained and that records of completed work are properly documented. The role also involves processing holiday forms and timesheets, addressing pay-related queries, and tracking staff availability, including standdown times due to holidays or site closures. Additionally, the administrator will support shift planning and RCA pay calculations.

Daily operations will include assisting with shift scheduling and maintaining accurate records. The administrator will also oversee the procurement of supplies, including stationery and personal protective equipment, and will be responsible for raising and receipting purchase orders. They will organize and store invoices, quotations, and purchase orders, while keeping the Planned Preventative Maintenance (PPM) and purchase order trackers up to date.

Compliance is a key aspect of the role. The administrator will generate maintenance and compliance reports, ensure that all completed jobs are closed in the facilities management system (such as Maximo), and manage the uploading and organization of supporting documentation. They will also assist in tracking assets and maintaining accurate records to support lifecycle planning.

To succeed in this role, candidates should possess strong administrative and organizational skills, a keen eye for detail, and proficiency in Microsoft Office applications and facilities management software. The ability to manage multiple tasks in a fast-paced environment and communicate effectively with various stakeholders is essential. Previous experience in a similar role, along with knowledge of health and safety procedures and familiarity with procurement and invoicing processes, would be advantageous.