Facilities and Maintenance Administrator

CBW Staffing Solutions; Basildon; Hybrid; GBP 27,000 - 33,000; Full time

Benefits offered by this job

Training and development opportunities

Overtime available

Progression opportunities

Supportive team environment

Job summary

CBW Staffing Solutions in Basildon, Essex, is seeking a Facilities and Maintenance Administrator to coordinate maintenance requests, manage CAFM records, and liaise with suppliers. The role is office-based, full-time, with standard hours and overtime available.

You will support the Help Desk, schedule works, raise POs, and ensure documentation is up to date. Ideal candidates have facilities management or help desk experience, strong organisation, and proficient MS Office skills.

Qualifications

• Experience in facilities management, maintenance or Help Desk operations.
• Strong organisational and time-management skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Excellent written and verbal communication skills.
• Independent and collaborative work style with a proactive approach.

Responsibilities

• Receive, assess and process maintenance requests via telephone, email and client portals.
• Record and update work requests and notes in the CAFM system.
• Allocate jobs to trades and suppliers.
• Raise purchase orders and arrange permits or documentation.
• Coordinate appointments with clients, contractors and suppliers.
• Monitor progress from start to finish and close completed work orders.

Skills

CAFM systems

MS Office

Time management

Communication

Tools

CAFM software

Job description

Facilities and Maintenance Administrator - £30k - Basildon, Essex - Full Time Office Based

My client, a leading facilities and maintenance provider, is currently recruiting for an experienced Facilities and Maintenance Coordinator to join their team based in Basildon, Essex.

This is an excellent opportunity for an experienced coordinator with a background in facilities management, maintenance or Help Desk operations to join a busy and well-established team.

Reporting to the Help Desk Manager, the successful candidate will be responsible for coordinating maintenance requests from initial instruction through to completion, ensuring works are scheduled efficiently, suppliers are managed effectively and all records are maintained accurately.

Working Hours

• Monday to Friday
• 8:30am – 5:00pm
• Full-time
• Office-based
• Basildon, Essex
• Overtime available

Key Responsibilities

• Receive, assess and process maintenance requests via telephone, email and client portals.
• Accurately record work requests and updates within the CAFM system.
• Allocate jobs to the appropriate trades and suppliers.
• Maintain detailed and accurate job notes throughout the lifecycle of each work order.
• Coordinate appointments with clients, contractors and suppliers.
• Raise purchase orders and arrange any required permits or documentation.
• Liaise with suppliers to obtain quotations, provide updates and chase outstanding works.
• Ensure quotations, job updates and relevant documentation are uploaded to the CAFM system and client portals.
• Monitor jobs through to completion and ensure work orders are accurately updated and closed.
• Coordinate Handyman and Electrical PPM works, ensuring client requirements and schedules are met.
• Provide additional support to the Help Desk team when required.
• Work collaboratively with colleagues and participate in cross-training across the department.

Experience & Qualifications

• Previous experience within a facilities management, maintenance or Help Desk environment.
• Strong organisational and time-management skills, with the ability to manage multiple priorities.
• Experience using CAFM systems would be advantageous, although training can be provided.
• Good working knowledge of Microsoft Office, including Word, Excel and Outlook.
• Excellent written and verbal communication skills.
• Strong problem-solving and critical-thinking abilities.
• A professional and customer-focused approach.
• Ability to work independently while also contributing effectively within a team.
• Proactive attitude with the ability to take ownership of tasks and see them through to completion.

Benefits

• Salary of £30,000 per annum.
• Overtime available.
• Training and development opportunities.
• Opportunity to progress within a leading facilities and maintenance organisation.
• Supportive and collaborative working environment.