Facilities Administrator

FM Consultancy; Greater London; On-site; GBP 26,000; Full time

Job summary

An established charity is seeking a Facilities Administrator to provide essential administrative support for the smooth operation and maintenance of their buildings. This role involves managing maintenance requests, coordinating with suppliers, and ensuring compliance with safety standards. The ideal candidate will have experience in facilities administration, strong organizational skills, and proficiency with CAFM platforms. Join a rewarding workplace culture that focuses on community support and offers enhanced flexible working options, annual leave, and training tailored to the charity sector.

Benefits

25 days’ annual leave plus bank holidays

Employer pension contributions

Enhanced flexible working options

Training and development tailored to the charity sector

Rewarding workplace culture

Qualifications

• 1–2 years’ experience in facilities or contract administration.
• Proficiency with CAFM platforms and MS Office suite.

Responsibilities

• Log and manage maintenance requests via the CAFM system.
• Compile monthly facilities reports for the contract manager.

Skills

CAFM Platforms (e.g., Concept, Planon)

MS Office Suite

Organizational Skills

Interpersonal Communication

Budget Monitoring

Job description

Job Title: Facilities Administrator
Location: Sutton, Greater London, UK
Salary: £26,000 per annum
Employment Type: Full-Time, Permanent

About the Charity

Our client is a well-established charity dedicated to supporting vulnerable communities across London. They manage a portfolio of properties—including community centres, residential schemes, and office spaces—and are committed to providing safe, welcoming environments for staff, volunteers, and service users.

Role Overview

As the Facilities Administrator based in Sutton, you will provide essential administrative support to ensure the smooth operation and maintenance of the charity’s buildings and grounds. You’ll work closely with the FM contract team, suppliers, and internal stakeholders to uphold high standards of safety, compliance, and service delivery.

Key Responsibilities

• Helpdesk Management: Log and manage maintenance requests via the CAFM system; coordinate reactive and planned works with engineers and contractors.

• Planned Maintenance: Support the scheduling and tracking of PPM inspections; raise follow-up actions as needed.

• Contract & Compliance: Maintain up-to-date records of service agreements, health & safety certifications, and compliance documentation.

• Supplier Liaison & Finance Support: Issue purchase orders, process supplier invoices, and monitor spend against budgets.

• Reporting: Compile monthly facilities reports (KPI performance, SLA compliance, expenditure summaries) for the contract manager.

• Stakeholder Communication: Serve as first point of contact for site-based queries from staff, volunteers, and external partners.

Candidate Profile

• 1–2 years’ experience in facilities or contract administration (charity/third-sector experience advantageous)

• Proficiency with CAFM platforms (e.g., Concept, Planon) and MS Office suite

• Strong organisational skills with an ability to manage competing priorities

• Excellent interpersonal and written communication skills

• Basic understanding of POs, invoicing, and budget monitoring

• A proactive, service-driven attitude with attention to detail

Benefits

• £26,000 per annum

• 25 days’ annual leave plus bank holidays

• Employer pension contributions

• Enhanced flexible working options

• Training and development tailored to the charity sector

• Rewarding workplace culture with a strong community focus

Build Recruitment Limited acts as an Employment Business for the supply of temporary workers and an Employment Agency in relation to permanent vacancies. Build Recruitment is an equal opportunities employer.