Administrator

Mitie; Rottingdean; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading facilities management company is seeking an Administrator to oversee work orders and facilitate efficient operations in Rottingdean, UK. The ideal candidate will have experience in FM operations and project delivery, with strong interpersonal and problem-solving skills. Responsibilities include creating quotes in Maximo, managing supply chain orders, and ensuring work is completed on time. This role offers a dynamic work environment and opportunities for professional growth.

Benefits

Virtual General Practitioner (GP) service

Financial wellbeing assistance

Flexible lifestyle benefits

High-street discounts

Cycle-to-work scheme

Life cover up to four times salary

Enhanced pension contributions

Recognition through Mitie Stars

Qualifications

• Experience in facilities management operations and project delivery.
• Ability to work without supervision and manage workload efficiently.
• Strong numerate and analytical skills.

Responsibilities

• Create and upload remedial quotes onto Maximo.
• Manage work orders through their lifecycle for timely completion.
• Liaise with operations to raise supply chain orders.

Skills

Experience in FM operations

Interpersonal skills

Problem-solving skills

Attention to detail

Computer literacy

Tools

Maximo

Microsoft Office

Job description

Overview

Better places, thriving communities.

Since 1987, Mitie has employed 76,000 people worldwide, delivering facilities management and professional services for a range of clients, from banking and government sites to hospitals and schools.

Responsibilities

As an Administrator, you will be responsible for creating and uploading remedial quotes onto Maximo, including submitting financials into the client system. You will manage and progress work orders through their lifecycle to ensure timely completion and adherence to contract SLAs. This role involves processing additional, recommended, and out‑of‑scope works requiring client authorisation within the contractual timeframe. You will plan and coordinate work orders with the supply chain and internal operations teams, supporting incidental works and new work programmes.

Your duties include ensuring accurate and timely recording of work order progression in CAFM systems, maintaining a full summary of audit trails, quoted costs, POs and completion details. You will liaise with operations to raise supply chain orders and administer subcontractors, working closely with contract teams to price reactive and new works in accordance with the contract. You will escalade, chase and resolve queries regarding additional works within the specified time limits and assist management in preparing internal and external reports on additional new works processes and monitoring supply chain performance.

You will oversee the delivery of work items by internal operations and the supply chain, ensuring adequate resources are available to meet established, programmed, and additional new works services. Ad‑hoc duties as requested by commercial management and operational leads will also be part of your responsibilities. You will develop positive working relationships with outsourced service supply chains and use your understanding of schedules of rates and cost models for correct internal labour trades.

In this role, you will upload quotations into Maximo per remedial work order, raise POs for jobs, and track jobs from start to finish through owner groups within Maximo. Weekly meetings with senior managers on performance will be held, and you will be responsible for remedial work orders and volumes, split per operational regions. Completing work orders, ensuring correct final account submission, and uploading completion documents are essential tasks. You will also manage access requirements for sites.

Qualifications

We are looking for someone who can work without direct supervision and has experience in FM operations and project delivery across the Total Facilities Management spectrum. You should have a confident and direct approach when dealing with multiple stakeholders, including customers, and possess high‑quality interpersonal skills with excellent written and spoken communication. Self‑discipline and the ability to make relevant decisions independently are crucial, along with a flexible and adaptable approach to work and good problem‑solving skills.

Attention to detail, a methodical and organised approach to managing and prioritising workload to meet deadlines, and computer literacy, especially with Microsoft Office and Maximo, are essential. You should understand Work In Progress (WIP) and assist in keeping it to a minimum at all times. A broad technical understanding of Facilities Management and assets, awareness of fraud and commercial protocols, and compliance with relevant legislation, Health & Safety, Quality Assurance, and Environment are required.

Previous experience in a similar role is necessary, and you should be able to work unsupervised in a changeable environment. Being action‑oriented and results‑focused, honest, reliable, trustworthy, and respectful, with excellent time‑keeping and attendance, are important qualities. You should be versatile to deal with a changeable workload, provide a professional image at all times, and have strong numerate and analytical skills and previous experience or knowledge in Facilities management. Effective written and oral communication skills, along with a good working knowledge of Excel and Word, are also required.

Benefits

• Virtual General Practitioner (GP) service for you and household members.
• Financial wellbeing assistance through the Salary Finance scheme – access up to 50% of earned pay before payday and competitive loans.
• Flexible lifestyle benefits platform – “Choices”, offering extra holiday days (up to five), critical illness insurance, dental treatment, and technology products.
• High‑street discounts via the MiDeals platform.
• Cycle‑to‑work scheme.
• Life cover up to four times your salary.
• Enhanced pension contributions, a save‑as‑you‑earn scheme and a Mitie Matching Share Plan.
• Recognition through Mitie Stars with monthly cash prizes and an annual top prize of £10,000.
• Wide range of training and development opportunities.

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