Facilities Administrator

Bellrock Property and Facilities Management; Southampton; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading property services company in Southampton seeks a Facilities Administrator to provide administrative support. The role requires strong organizational and communication skills, as well as 2+ years of experience in an administrative capacity. Responsibilities include coordinating maintenance tasks, managing compliance, and supporting operational effectiveness. This role offers flexible working arrangements and a comprehensive benefits package, including generous leave and employer pension schemes.

Benefits

25 days annual leave plus bank holidays

Salary exchange pension scheme

Life cover

Paid sick leave

Health Assured employee assistance program

Enhanced maternity, paternity and adoption leave

Salary sacrifice schemes

Holiday purchase scheme

Healthcare Cashplan

Virtual GP

Qualifications

• 2+ years of experience in an administrative or facilities support role.
• Ability to prioritize tasks and work under pressure.
• Ability to work constructively with a wide range of professional staff.

Responsibilities

• Act as the first point of contact for facilities-related requests.
• Schedule routine and reactive maintenance tasks.
• Maintain facilities management databases and trackers.
• Monitor service level agreements and performance of contractors.
• Support health and safety compliance, including maintaining risk assessments.

Skills

Organizational skills

Communication skills

Attention to detail

Proficiency in Microsoft Office Suite

Interpersonal skills

Education

High school diploma or equivalent

Associate or bachelor’s degree in business administration or facilities management

Job description

Facilities Administrator

Bellrock is the trusted challenger in UK property services. Driven by insights, powered by technology, and delivered by talented people, we are redefining how real estate is managed.

Since 2003, our people‑first and technology‑led approach has helped organisations across the UK transform their estates into high‑performance, sustainable environments. Through our integrated service model spanning Technologies, Consulting, Critical Engineering & Jordon, and Intelligent Asset Care we deliver compliance, quality, and operational excellence while reducing cost and carbon impact.

Our award‑winning Concerto IWMS platform, together with mobile solutions from Mobiess and energy analytics from InMetriks, enables smart, data‑led estate management at scale.

The role provides administrative and operational support to ensure the effective and efficient functioning of facilities and building services. This role is key to coordinating maintenance activities, managing service providers, ensuring compliance with health and safety standards, and maintaining accurate records and documentation related to building operations.

How will you be the change?

We believe every role is essential to providing that peace of mind for our customers – whatever part of the business you’re in. Because every role plays a part in driving us further. And everyone can be the change. That’s how we deliver value for our customers, and build systems that lead the way.

And as a Facilities Administrator with Bellrock, you’ll do it by

• Act as the first point of contact for internal facilities‑related requests, inquiries, and issues.
• Coordinate and schedule routine and reactive maintenance tasks with internal teams and external contractors.
• Maintain team calendar for both sites, scheduling of contractors, ensuring site reception teams are informed of the contractors attending.
• Maintain and update facilities management Databases & Trackers.
• Monitor Bellrock systems.
• Manage process of repair of Pagers & Alarms.
• Raising of finance orders in line with Bellrock process.
• Goods receive POs in line with Bellrock process.
• Raise Life Cycle requests in line with Bellrock process.
• Assist with Life Cycle tracker in line with Bellrock process.
• Monitor service level agreements (SLAs) and performance of outsourced providers and contractors.
• Ensure all statutory compliance documentation (e.g., fire safety, HVAC, water testing) is current and properly filed to company standards.
• Support with health and safety compliance, including maintaining risk assessments, incident reports, and training records.
• Order office supplies, monitor stock levels and restock when requested.
• Prepare reports, budgets, and analysis as requested by the Facilities Manager.
• Participate in business continuity and emergency preparedness planning and implementation.
• Take part in audits where required and log outcomes.

What does it take?

If you’re ready to be the energy that helps us build our business, share our success, and really own it as a Facilities Administrator, you’ll need

• High school diploma or equivalent; associate or bachelor’s degree in business administration, facilities management, or a related field preferred.
• 2+ years in an administrative or facilities support role.
• Proficient in Microsoft Office Suite systems.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to prioritize tasks and work under pressure.
• Ability to work on own initiative and as part of a team.
• Ability to work constructively with a wide range of professional staff at all levels.
• Ability to think creatively, positively and present ideas clearly and persuasively.
• Highly developed interpersonal and communication skills.

Working arrangements

We embrace smarter working practices which offer our employees the opportunity to work their hours flexibly and remotely where their roles and business needs allow. In this role, the successful candidate would be required to work from the Southampton Office, Monday to Friday 09.00 to 15.00pm.

What can we offer you?

Upon joining Bellrock, you can expect a comprehensive benefits package including :

• 25 days annual leave plus bank holidays + 1 additional day as a thank you (enjoy it, it’s on us)
• Salary exchange pension scheme
• Life cover
• Paid sick leave
• Health Assured employee assistance and wellness program
• Enhanced maternity, paternity and adoption leave
• Salary sacrifice schemes : Cycle to work
• Holiday purchase scheme of additional 5 days per year
• Offers and discount scheme designed to save money on everyday shopping and essentials
• Healthcare Cashplan
• MotorSave Scheme
• Refer a friend
• Liftshare
• Virtual GP

Helping you to shine

We’ve always encouraged new and different perspectives – and that also means making ours a workplace that encourages diverse and unique voices. Where everyone feels welcome, included, and supported to be themselves and achieve more.

So, if you join us, you’ll find an inclusive workplace that recognises your hard work, offers lots of learning and development, flexible and hybrid working, and support for your wellbeing. As well as benefits that can make a difference to your life.

Ready to start shining?

Our people are our passion, so we’re all about helping them to shine. That means putting everything in place for you to have a rewarding career with us. So you can go far in your career, with us behind you. And our business will grow, too. So, if you’re ready to start your career journey with Bellrock we’re ready to welcome you. It’s a great place to be – the light, the energy, the solution. You.

Apply today.