Administration Assistant

TN United Kingdom; New Romney; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in the UK is looking for a Facilities Management Administrator to ensure the smooth operation of the facilities team. The role involves managing documentation, scheduling maintenance tasks, and generating reports. The ideal candidate should be organized, proactive, and possess strong communication skills.

Qualifications

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

Responsibilities

• Manage documentation and schedule maintenance tasks.
• Process holiday forms and track staff availability.
• Generate maintenance and compliance reports.

Skills

Organizational Skills

Communication

Microsoft Office

Facilities Management Software

Education

Health and Safety Knowledge

Tools

Maximo

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.

Key Responsibilities

1. Manage essential documentation, including visitors and dosimetry forms.
2. Schedule maintenance tasks through PDA systems and maintain job folders and records of completed work.
3. Process holiday forms and timesheets, address pay-related queries, and track staff availability.
4. Support shift planning and RCA pay calculations.
5. Assist with shift scheduling and maintain accurate records daily.
6. Oversee procurement of supplies, raise and receip purchase orders, and organize invoices, quotations, and purchase order documents.
7. Generate maintenance and compliance reports, and ensure jobs are properly closed in the facilities management system (e.g., Maximo).
8. Manage uploading and organization of supporting documentation and track assets for lifecycle planning.

Qualifications and Skills

• Strong administrative and organizational skills.
• Proficiency in Microsoft Office and facilities management software.
• Ability to manage multiple tasks in a fast-paced environment.
• Effective communication with stakeholders.
• Previous experience in a similar role, knowledge of health and safety, procurement, and invoicing processes is advantageous.