Facilities Management Admin: Contracts, Budgets & Compliance

Dowds; Ballymena; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

41 Days Holiday

Early Finish Fridays

Private Medical

Bonus

Wellbeing Initiatives

Pension

Plus, many more

Job summary

Dowds Group is seeking an organised and proactive FM Administrator to support the delivery of FM contracts across Northern Ireland. You will provide administrative, financial and operational support to Project Managers and the wider FM team.

The role requires attention to detail, commercial awareness, and the ability to work in a fast-paced, contract-based environment. Strong MS Office skills and experience with invoices and budgets are essential.

Qualifications

• Experience in administrative roles within FM, construction, engineering, or service-based environments.
• Strong attention to detail and organisation.
• Proficient in Microsoft Excel and Outlook.
• Comfortable handling invoices, costs and trackers.
• Ability to prioritise tasks in a deadline-driven environment.
• Strong written and verbal communication skills.

Responsibilities

• Provide day-to-day administrative support across FM contracts.
• Assist with job logging, work orders, and contract records.
• Support Project Managers with forecasting, budgets and cost control information.
• Collate and check supplier invoices, timesheets and backup documentation.
• Assist with invoice preparation and client submission validation.
• Maintain contract, variation and change control records.
• Produce basic reports, dashboards and KPI information for review.
• Manage documentation for compliance, certifications and audits.
• Serve as administrative point of contact for clients, suppliers and internal stakeholders.
• Maintain filing systems, trackers and shared drives for data accuracy.

Skills

Administrative experience

Organisational skills

MS Office (Excel, Outlook)

Financial data handling

Prioritisation

Communication skills

Tools

CAF M platforms

Work order systems

Job description

Dowds Group is seeking an organised and proactive FM Administrator to support the delivery of FM contracts across Northern Ireland. You will provide administrative, financial and operational support to Project Managers and the wider FM team.

The role requires attention to detail, commercial awareness, and the ability to work in a fast-paced, contract-based environment. Strong MS Office skills and experience with invoices and budgets are essential.