Facilities Administrator

International Baccalaureate; Cardiff; On-site; GBP 27,000 - 33,000; Full time

Benefits offered by this job

Flexible benefits allowance

Pension contribution

Family-friendly benefits

25 days annual leave

Life assurance

Volunteer leave

Professional development

Job summary

The International Baccalaureate is seeking a permanent Facilities Administrator to join the Cardiff Global Centre. This full-time, 37.5 hour role runs Monday to Friday, 8:30am–4:30pm, with a site-based working pattern and regular reception duties.

You will support daily operations, coordinate facilities services, manage suppliers, assist with budget support, and help maintain health and safety records to ensure a safe, welcoming office.

Qualifications

• 2+ years in facilities or workplace-related roles.
• Strong customer service and communication skills.
• Organised with the ability to manage competing priorities.
• Experience with budget administration, purchasing and invoices.
• Experience coordinating third-party suppliers.
• Knowledge of local workplace legislation.
• Proficient in Microsoft 365 applications (Excel, Word, Outlook, Teams).
• A-Levels or equivalent; GCSE Maths/English.
• Minimum C1 English proficiency.

Responsibilities

• Support daily operation of the Cardiff Global Centre, ensuring safe, well-maintained and professionally presented facilities.
• Provide reception and visitor services, manage access, and support safety and security requirements.
• Coordinate workplace hospitality, meetings, catering, events, courier and related services.
• Conduct routine workplace inspections and coordinate planned and reactive maintenance and servicing.
• Coordinate day-to-day activity of facilities suppliers and manage records.
• Support Facilities budget administration, purchasing, invoices and expenditure monitoring.
• Maintain Facilities health and safety, emergency-response, security and business-continuity records.
• Maintain accurate Facilities, space, inventory and asset information.
• Occasional evening, weekend or out-of-hours support may be required.

Skills

Facilities experience

Customer service

Budget administration

Supplier coordination

MS 365 suite

English proficiency

Organisation

Education

A-Levels and GCSEs (Maths/English)

Tools

Microsoft 365 (Excel/Word/Outlook/Teams)

Job description

Job Description

Facilities Administrator

• Job Type: Permanent, full-time, 37.5 hours per week, Monday to Friday, 8:30am-4:30pm.
• Salary: Circa £30,000 per annum (Depending on Experience)
• Location: This is a full-time, site-based role at the IB Global Centre in Cardiff

About the IB

The International Baccalaureate provides world-class educational services to over 6,200 schools across 163 countries. A career with the IB is not just a job; it's an opportunity to work with an innovative world leader in education services where we empower our employees to thrive and make a difference.

About the job

To support the effective day-to-day operation of the Cardiff Global Centre, providing high-quality facilities, workplace and hospitality services for colleagues and visitors. Working closely with the Facilities Manager, the role coordinates facilities administration, supplier management, health and safety activities, workplace experience services, and ad hoc project work to maintain a safe, compliant and welcoming office environment. The role also collaborates with global Facilities colleagues to support consistent processes and service standards across IB locations.

This is an office-based role during operational hours, with a regular presence required on reception (Monday-Friday 08:30-16:30).

Responsibilities

• Support the effective daily operation of the Cardiff Global Centre, ensuring the workplace is safe, well maintained and professionally presented.
• Provide professional reception and visitor services, including welcoming visitors, coordinating access and supporting relevant safety and security requirements.
• Coordinate workplace hospitality, meetings, catering, events, courier and related office services.
• Conduct routine workplace inspections and coordinate planned and reactive maintenance, statutory inspections and servicing.
• Coordinate day-to-day activity of facilities suppliers, monitoring service delivery and maintaining accurate supplier and contract records.
• Support Facilities budget administration, purchasing, purchase orders, supplier invoices and expenditure monitoring.
• Maintain Facilities health and safety, emergency-response, security and business-continuity records and support related activities.
• Maintain accurate Facilities, workplace, space, inventory and asset information and support rep
• Occasional evening, weekend or emergency out-of-hours support may be required.orting and ad hoc projects.

Qualifications

• Minimum two years of Facilities or Workplace-related experience, with an understanding of core Facilities Management principles.
• Strong customer service and communication skills, with the ability to work collaboratively with colleagues, suppliers and stakeholders.
• Strong organisational skills, with the ability to manage competing priorities effectively.
• Experience supporting budget administration, purchasing and expenditure monitoring.
• Experience coordinating third-party suppliers or vendors.
• Knowledge of relevant local legislation and workplace requirements.
• Confident user of Microsoft 365 applications, particularly Excel, Word, Outlook and Teams.
• A-Levels or equivalent plus GCSE at C Grade or equivalent in Maths and English.
• Minimum C1 English proficiency.

In addition to your salary, we offer an attractive range of benefits including:

• Flexible benefits allowance equivalent to 1.5% of Annual Salary to spend on benefits or as addition to salary
• 10% employer pension contribution with a minimum 3% employee contribution
• Enhanced family friendly benefits
• 25 Days Annual Leave plus public holidays. The opportunity to purchase up to 5 days of leave each year.
• Life assurance 4x annual salary
• Paid volunteering leave
• Excellent continuous professional development

Applications are being received until 30 October 2026

Opportunity & Belonging

We are committed to building a working environment that values respect, diversity, and compassion. The International Baccalaureate is proud to be an equal opportunities employer, and we welcome applications from all qualified applicants. As a global employer, we adhere to all relevant employment legislation in the countries in which we operate, and we're happy to provide any reasonable support or adjustments as needed to ensure applicants can fully participate in our recruitment process.