Administration Coordinator Facilities VA2816 Darlington

Anabas (UK 2) Ltd; Tees Valley; Hybrid; GBP 24,000 - 30,000; Full time

Benefits offered by this job

33 days leave

Employee assistance

Training opportunities

Gym membership

Cycle to work

Job summary

Anabas (UK 2) Ltd in Darlington is seeking an experienced Administration Coordinator to join our busy Facilities Helpdesk. You will manage the intake of requests, coordinate engineers and subcontractors, and ensure accurate CAFM and Sage 200 records while delivering excellent customer service.

You’ll balance priorities in a fast-paced environment, provide cover for out-of-hours on-call, and support the wider Facilities Management team with a professional, proactive approach.

Qualifications

• Experience in busy administrative, coordination or Facilities Management environment.
• Experience with CAFM/helpdesk systems (QFM CAFM desirable).
• Knowledge of Sage 200 and MS Office applications is advantageous.

Responsibilities

• Manage incoming requests through helpdesk, inboxes and phone lines.
• Be first point of contact for clients and site teams.
• Log, update and close jobs in CAFM system.
• Coordinate engineers and subcontractors to progress jobs.

Skills

Organisational skills

Communication

Time management

Customer service

Tools

QFM CAFM system

Sage 200

Microsoft Office

Job description

Location: Darlington
Hours: Monday–Friday, between 8:00am – 5:00pm, with occasional out-of-hours on-call cover
Contract: Full-time permanent.

£27,165 per anum

Be the person who keeps everything moving.

At Anabas, we believe great Facilities Management is about more than simply responding to requests. It’s about anticipating problems, communicating brilliantly, coordinating people and resources, and delivering a service that our clients can rely on.

We’re looking for an experienced, organised and proactive Administration Coordinator to join our busy Darlington team.

This is an excellent opportunity for an experienced Facilities Administrator, Helpdesk Coordinator, FM Administrator, Facilities Coordinator or Senior Administrator who enjoys taking ownership, solving problems and working at the heart of a fast-paced operation.

This is more than an administration role. You’ll be joining our Facilities Helpdesk team where your organisation, communication and decision-making directly contributes to the quality of service we provide to our clients.

We invest in our people and want you to develop with us.

About the role

You’ll be a key point of contact for our clients, engineers, subcontractors and internal teams, helping to ensure that reactive maintenance, planned works and day-to-day facilities activity are delivered efficiently and professionally.

You’ll take ownership of requests from initial contact through to completion, coordinating engineers and subcontractors, keeping clients informed and ensuring our systems and records remain accurate.

No two days will be exactly the same. You’ll be balancing competing priorities, responding to urgent requests, coordinating schedules and supporting the wider Facilities Management team to deliver an outstanding service.

What you’ll be responsible for

• Managing incoming requests through our helpdesk, client inboxes and telephone lines
• Acting as a professional and responsive first point of contact for clients and site teams
• Logging, updating and closing jobs accurately on our QFM CAFM system
• Coordinating engineers and subcontractors to ensure jobs are progressed efficiently
• Scheduling reactive callouts and planned preventative maintenance (PPM) activities
• Monitoring outstanding jobs and proactively following up to ensure deadlines and expectations are met
• Keeping clients, engineers and colleagues updated throughout the lifecycle of jobs
• Arranging travel and accommodation for engineers and operational teams
• Ordering materials and goods as required
• Raising and managing purchase orders through Sage 200
• Liaising with engineers, subcontractors, suppliers and site-based teams
• Maintaining accurate records and ensuring CAFM data is kept up to date
• Providing administrative and operational support across the Facilities Management function
• Providing cover for the out-of-hours on-call rota when required
• Attending site when necessary to support operational requirements

Who we’re looking for

We’re looking for someone who is confident, commercially aware, highly organised and comfortable taking ownership.

You may currently be working as a Facilities Administrator, Facilities Coordinator, FM Helpdesk Coordinator, Helpdesk Administrator, Maintenance Coordinator, Contract Administrator or Senior Administrator and be ready to take the next step in your career.

You'll be someone who can manage a busy workload without losing sight of the detail or the customer experience.

You'll bring:

• Previous experience in a busy administrative, coordination or Facilities Management environment
• Experience working within a facilities, maintenance, property or service-based operation would be highly advantageous
• Strong communication skills and the confidence to deal with clients, engineers and subcontractors at all levels
• Excellent organisational and time-management skills
• The ability to prioritise competing demands and remain calm under pressure
• Strong attention to detail and a commitment to maintaining accurate records
• Confidence using Microsoft Office, email and business management systems
• Experience with a CAFM/helpdesk system would be an advantage
• Experience with QFM and/or Sage 200 would be highly desirable, although training can be provided
• A proactive approach - someone who sees what needs doing and gets it done
• A positive, collaborative attitude and a genuine commitment to delivering excellent customer service

You'll receive:

• 33 days annual leave, including Bank Holidays
• Employee Assistance Programme
• Recognition and Reward scheme
• Cycle to Work scheme
• Company events
• Training and development opportunities
• Subsidised gym membership
• Access to healthy snacks and drinks
• A supportive and collaborative working environment
• The opportunity to develop your career within Facilities Management

Previous Experience within Facilities Management is beneficial but not essential, strong administration skills are a must.