Facilities Administrator

Reed; Redhill; On-site; GBP 22,000 - 28,000; Full time

Job summary

Reed in Redhill is seeking a proactive Administrator to join a busy team, ensuring the smooth running of workflow allocation and coordination with the Contracts Manager and engineers.

The role requires multitasking, clear communication via phone and email, and diligent data entry. Full training will be provided, with ongoing admin team support to maintain client and subcontractor relationships.

Qualifications

• Proven administrative experience with strong IT skills, including MS Office.
• Ability to work with multiple stakeholders and deadlines.
• Experience supporting a Contracts Manager or engineering team is a plus.

Responsibilities

• Provide dedicated administration for a portfolio of sites, supporting a Contracts Manager and up to 6 engineers.
• Answer phone calls promptly, transferring and taking messages where necessary.
• Daily interaction with clients, subcontractors, and internal staff.
• Respond to all client callouts via phone or email.
• Place purchase orders with subcontractors and suppliers.
• Collaborate with subcontractors to obtain health and safety documentation.
• Schedule engineering staff weekly.
• Produce documentation for invoicing on a weekly basis.
• General filing and site setup (paper and electronic).
• Input all works into the in-house IBMS system daily.
• Provide administrative assistance to the Contracts Manager.
• Assist in compiling monthly and quarterly contract reports.
• Handle ad-hoc administrative duties.
• Update clients' database daily.

Skills

Multitasking

Communication skills

Phone & email correspondence

Organisational skills

Data entry

Job description

Administrator

Location: Redhill Hours: Monday-Friday 8am - 4.30pm and 830am - 5pm

About the Role

We are seeking a proactive Administrator to join a dynamic team of busy administrators, ensuring the smooth running of workflow allocation. This is a varied role requiring excellent multitasking and strong communication skills via phone and email.

Key Responsibilities

• Provide dedicated administration for a portfolio of sites, supporting a Contracts Manager and up to 6 engineers.
• Answer phone calls promptly, transferring and taking messages where necessary.
• Daily interaction with clients, subcontractors, and internal staff.
• Respond to all client callouts via phone or email.
• Place purchase orders with subcontractors and suppliers.
• Collaborate with subcontractors to obtain health and safety documentation.
• Schedule engineering staff weekly.
• Produce documentation for invoicing on a weekly basis.
• General filing and site setup (paper and electronic).
• Input all works into the in-house IBMS system daily.
• Provide administrative assistance to the Contracts Manager.
• Assist in compiling monthly and quarterly contract reports.
• Handle ad-hoc administrative duties.
• Update clients' database daily.

Training & Support

Full training will be provided on all tasks, with ongoing support from the admin team.

Interested?