Facilities Administrator - 14 Month FTC

Think Specialist Recruitment; Hemel Hempstead; On-site; GBP 27,000 - 30,000; Full time

Benefits offered by this job

Discretionary annual bonus

Annual performance appraisal

Job summary

Think Specialist Recruitment seeks a Facilities Coordinator for a 14-month fixed-term contract in Hemel Hempstead. The role focuses on coordinating visits, maintenance scheduling and client liaison to ensure projects run smoothly on-site and with engineers.

You will manage bookings, track costs and support compliance, while maintaining strong relationships with a major client and internal teams. This is an office-based role requiring a driver and vehicle access.

Qualifications

• Experience in facilities management, maintenance scheduling or similar environment is desirable.
• Strong organisational skills with attention to detail and ability to manage multiple tasks.
• Proactive, customer-focused and comfortable liaising with clients, engineers and subcontractors.
• Proficiency in Microsoft Excel and general Office tools.

Responsibilities

• Coordinate reactive maintenance, planned preventive maintenance, inspections and other scheduled works.
• Schedule engineers and subcontractors, arrange access and keep clients updated.
• Interact daily with engineers to relay job information and progress.
• Monitor outstanding jobs and chase reports, timesheets and related information.
• Maintain accurate job, scheduling and service records across systems.
• Update trackers and purchase order logs to monitor works, costs and invoicing.
• Support financial administration, including checking subcontractor invoices.
• Maintain client compliance documentation and support quality/compliance processes.
• Collaborate with Operations, Engineering, Compliance and Finance to ensure smooth operations.
• Assist with reports, client reviews, audits and operational updates.
• Visit client sites regularly to maintain relationships and stay informed on-site.
• Identify opportunities to improve processes, systems and customer experience.

Skills

Facilities management

Maintenance coordination

Office-based experience

Excel skills

Job description

Facilities Coordinator - 14 Month FTC
27,000- 30,000 depending on experience + 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 on a 14-month fixed-term contract, supporting a new project focused 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 some form of office-based experience. Anything relevant to Facilities Management, maintenance coordination or scheduling would be ideal, but character is of the utmost 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- 30,000 salary, depending on experience

• 14-month fixed-term contract

• Discretionary annual bonus

• Full annual performance appraisal

• Monday-Thursday: 8:30am-5:00pm - early finish on Fridays

• 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