Facilities Administrator

Think Specialist Recruitment; Hemel Hempstead; On-site; GBP 24,000 - 30,000; Full time

Benefits offered by this job

Annual bonus

Office-based role

Job summary

Think Specialist Recruitment is looking for a Facilities Coordinator in Hemel Hempstead. The role involves coordinating maintenance and facilities activities, scheduling engineers and subcontractors, and acting as the main contact between clients and field teams.

You must have FM or scheduling experience, be highly organised, and have daily access to a vehicle for client site visits. The position is office-based, with a 27,000 base salary plus an annual discretionary bonus and performance

Qualifications

• Experience in facilities management or scheduling is required.
• Strong organisational skills and attention to detail.
• Comfortable using MS Office, especially Excel.

Responsibilities

• Coordinate maintenance and facilities activities for clients.
• Schedule engineers and subcontractors; update clients on progress.
• Maintain accurate job, scheduling and service information across systems.

Skills

Facilities management

Scheduling

Client communication

Excel

Organised

Driver

Tools

Scheduling software

FM software

Microsoft Office

Job description

Facilities Coordinator

27,000 + Annual Bonus & Reviews Hemel Hempstead Monday-Friday Office Based

Are you an organised, customer-focused coordinator with experience in Facilities Management, maintenance scheduling or a similar environment?

We're working with a growing and well-established business that is looking for a Facilities Coordinator to join their team, supporting a new project focussed on working with one of the largest and most recognisable companies in the world.

This is a fantastic opportunity for someone who enjoys being at the heart of things - coordinating engineers, speaking with clients, keeping jobs moving and making sure everything is organised and completed properly.

The company places a big emphasis on culture, teamwork and doing things the right way, so they're looking for someone who will fit into that environment just as much as someone with the right experience.

Please note that the offices for this role are based in a part of Hemel Hempstead with no public transport routes, so you must be a driver and have daily access to a vehicle.

What will you be doing?

You’ll be responsible for coordinating a busy range of maintenance and facilities activity, acting as the main point of contact between clients, engineers and subcontractors.

Your day-to-day responsibilities will include:

• Coordinating reactive maintenance, planned preventative maintenance (PPM), inspections and other scheduled works.
• Scheduling engineers and subcontractors, arranging access and keeping clients updated throughout the process.
• Speaking with engineers daily to provide job information, answer queries and make sure work is progressing as it should.
• Monitoring outstanding jobs and chasing reports, job sheets, timesheets and other information through to completion.
• Keeping job, scheduling and service information accurate across a number of systems.
• Maintaining trackers and purchase order logs, supporting the accurate monitoring of works, costs and invoicing.
• Supporting the financial administration of contracts, including checking subcontractor invoices and ensuring costs are accurate.
• Maintaining client compliance documentation and supporting wider quality and compliance requirements.
• Working closely with Operations, Engineering, Compliance and Finance to make sure everything runs smoothly.
• Assisting with reports, client reviews, audits and operational updates.
• Visiting client sites regularly to build relationships and keep up to date with what is happening on site.
• Looking for ways to improve processes, systems and the overall customer experience.

Don't worry if you haven't used all of the systems mentioned above - experience with scheduling systems or other facilities management software would be a big advantage, but we're more interested in someone who is organised, capable and picks things up quickly.

What are we looking for?

We're ideally looking for someone with at least some form of office based experience, anything relevant to FM or Scheduling is ideal but character is of the upmost importance to this company and they can train on a lot of the job.

You’ll need to be:

• Highly organised with excellent attention to detail.
• Comfortable working at pace and managing multiple priorities.
• Confident communicating with clients, engineers and subcontractors.
• Naturally proactive - someone who sees something that needs doing and gets on with it.
• Customer-focused and keen to build strong working relationships.
• Comfortable using Microsoft Office, particularly Excel.
• Someone who enjoys being part of a team and contributes positively to the wider culture.

Please note: This is an office-based role, so you’ll need to be able to drive and have access to your own vehicle, as there will also be visits to client sites.

What's on offer?

• 27,000 basic salary
• Discretionary annual bonus
• Full annual performance appraisal
• Monday-Thursday: 8:30am-5:00pm
• Friday: 8:30am-4:30pm
• Office-based role with regular client site visits
• Opportunity to work closely with a major aviation client
• A genuinely collaborative and culture-focused working environment
• The chance to develop your Facilities Management and coordination experience within an established business