Facilities Management Administrator

Mitie; Greater London; On-site; GBP 24,000 - 32,000; Full time

Benefits offered by this job

Virtual GP

Salary Finance

Choices lifestyle benefits

MiDeals discounts

Cycle-to-work

Enhanced pension contributions

Mitie Matching Share Plan

Mitie Stars recognition

Job summary

Mitie is seeking a Facilities Management Administrator to support the Heathrow Airport contract. This full-time role (12-month FTC) focuses on administering maintenance work orders, coordinating with engineers and managers, and ensuring documentation and compliance across Maximo, SharePoint and BI systems.

Responsibilities include monitoring KPIs, managing records, and assisting with financial tasks such as WIP, contractor payments and invoices, all within a high-profile facilities management

Qualifications

• Experience in administration and work order management or a facilities management environment.
• Experience with Maximo, Power BI, Microsoft Office and SharePoint.
• Strong organisational skills with the ability to prioritise tasks and meet deadlines.
• Excellent communication and stakeholder management skills.
• High attention to detail with proactive problem solving.

Responsibilities

• Manage and monitor planned and reactive maintenance work orders, ensuring timely completion and compliance with contractual requirements.
• Support engineers, supervisors and managers with work order administration, quotations, purchase orders and completion documentation.
• Monitor work orders using Maximo and BI tools, driving performance against KPIs.
• Maintain records in SharePoint, Maximo and company systems with correct documentation.
• Liaise with clients, subcontractors, suppliers and internal teams while supporting financial activities including WIP, contractor payments, invoice processing and revenue recovery.

Skills

Administration

Work order management

Facilities management

Organisational skills

Stakeholder management

Communication

Attention to detail

Proactive approach

Education

Tools

Maximo

Power BI

Microsoft Office

SharePoint

Job description

ROLE: Facilities Management Administrator

HOURS: Full Time

LOCATION: Heathrow Airport

12 Months FTC

At Mitie, our people are our greatest strength, and our promise is to create a place to work where you can thrive and be your best every day. We're looking for a Facilities Management Administrator who will support the operational delivery of Hard and Soft Services across the Heathrow Airport contract, ensuring maintenance activities, compliance processes and service delivery targets are achieved.

Role Responsibilities:

• Manage and monitor planned and reactive maintenance work orders, ensuring timely completion and compliance with contractual requirements.
• Support Engineers, Supervisors and Managers with work order administration, quotations, purchase orders and completion documentation.
• Monitor current, overdue and upcoming work orders using Maximo, Power BI and other business systems, driving performance against contractual KPIs.
• Maintain accurate records within SharePoint, Maximo and company systems, ensuring all documentation, certificates and supporting evidence are correctly stored and attached.
• Liaise with clients, subcontractors, suppliers and internal teams while supporting financial activities including WIP monitoring, contractor payments, invoice processing and revenue recovery.

Required Qualifications:

Applicants must meet the below defined requirements for the role.

• Previous experience in administration, work order management or a facilities management environment.
• Experience using business systems such as Maximo, Power BI, Microsoft Office and SharePoint.
• Strong organisational skills with the ability to prioritise multiple tasks and meet deadlines.
• Excellent communication and stakeholder management skills.
• High attention to detail with strong problem-solving abilities and a proactive approach to work.

What's in it for you?

• Opportunity to work on a high-profile Heathrow Airport contract within a leading facilities management organisation.
• Ongoing training, development and career progression opportunities.
• A collaborative working environment where people, passion, fresh thinking and exciting futures are valued.

Our market-leading offering provides you with benefits that suit your lifestyle.

We have a virtual GP on hand for you and members of your household. So you can get expert advice by video or phone without having to leave your home. We offer financial wellbeing assistance through our Salary Finance scheme. For example, you could access 50% of your earned pay before payday for a small fee. Salary Finance also offers competitive loans.

When you join us, we’ll give you a link to our flexible lifestyle benefits platform, Choices. You might choose to purchase up to five extra days’ holiday each year. You might buy critical illness insurance, seek dental treatment or buy technology products at an affordable cost. There are many choices!

We give you access to high street discounts from thousands of well-known retailers, gyms and more through our MiDeals platform. And we have a cycle-to-work scheme. Life cover of up to four times your salary is available. We also offer enhanced pension contributions, a save-as-you-earn scheme, and a Mitie Matching Share Plan (you could even be awarded free shares in Mitie).

We award our employees with Mitie Stars as recognition for their hard work. There are cash prizes up for grabs each month and at the end of the year there’s a chance to scoop a top prize of £10,000!

Our success is a direct result of the experience and quality of our people. Progressing your career is therefore a top priority for us. We offer a diverse variety of training and development avenues via a wide selection of learning resources to suit you.

Since 1987, Mitie’s 84,000 employees have been maintaining companies globally. We are the UK’s leading facilities management and professional services company, and our clients range from household names in banking, critical government sites as well as hospitals and schools.

Together our diversity makes us stronger.