Facilities Management Administrator

VanRath; Newtownabbey; On-site; GBP 60,000 - 80,000; Full time

Job summary

A well-established organisation based in Newtownabbey is seeking an experienced Facilities Management Administrator to join their team on a permanent basis. The role includes logging helpdesk calls, scheduling tasks, and ensuring efficient communication with clients. Key qualifications required include customer service skills and strong administrative abilities. The position offers on-site parking and a fully negotiable salary.

Benefits

On site parking

Qualifications

• Experience dealing with Facilities Management support.
• Skilled in responding to customer enquiries across multiple channels.
• Strong administrative abilities with proficient computer skills.

Responsibilities

• Log incoming helpdesk calls ensuring all details are captured.
• Schedule client PPMs and coordinate engineer calendars.
• Update client CAFM systems with completed documentation.
• Coordinate with technicians for efficient job response.
• Assign work orders to internal teams or subcontractors.
• Communicate job progress and completion with clients.
• Escalate urgent issues to management.
• Collaborate with staff to deliver high-quality service.
• Provide updates to Contracts Managers on site status.
• Support in improving service delivery and reporting.

Skills

Customer service skills

Administrative abilities

Proficient in Microsoft Office

Job description

VANRATH are recruiting on behalf of a well-established organisation based in Newtownabbey, who are seeking an experienced Facilities Management Administrator to join their team on a Permanent basis.

Things to know about the job

• Salary - Fully Negotiable
• On site parking
• Permanent

The Role

• Log incoming helpdesk calls using the designated software, ensuring all necessary details are captured

• Schedule client PPMs and coordinate engineer calendars for PPM and reactive tasks

• Update client CAFM systems with completed PPM documentation

• Coordinate with technicians and subcontractors to ensure efficient job response

• Assign work orders to internal maintenance teams or subcontractors as needed

• Communicate job progress and completion with clients

• Escalate urgent issues to Contracts Managers or Head of FM

• Collaborate with operational staff to deliver high-quality service

• Provide regular updates to Contracts Managers on work requests and site status

• Support Contract Managers in improving service delivery and reporting

• Monitor helpdesk data to ensure accurate job creation, assignment, prioritisation, and categorisation in line with KPIs and SLAs

The Person

• Experience dealing with Facilities Management support (FM)
• Skilled in responding to customer enquiries across multiple channels, including phone and email
• Strong administrative abilities with proficient computer skills and solid working knowledge of Microsoft Office applications

For further information on this job, or any other administrative role in Belfast or Northern Ireland, apply via the link or contact Jack Groves for a confidential chat today.

Chris Haddock from Vanrath, recently secured an opportunity for me within a large public sector organisation. He was extremely professional, well informed of the industry, was on hand to answer any queries, and smooth the transition from one employer and the next. I highly recommend working with Vanrath.

I have just secured my next great job opportunity with the help of Ross Stevenson. Ross was very professional throughout the whole process, ensuring that the company met my expectations and vice versa. His open and honest communication from the start and relevant updates made the process very seamless.

Very highly recommend Jack, he was extremely knowledgeable and friendly which made the experience a lot more pleasant, done my first week at my new job and very happy! Jack is a credit to himself and Vanrath. Thanks very much!

Emma hall and Thomas are really efficient and motivated employees. They are really helping me to get the job. I highly recommend them. When you talk to them you will feel like you know them since long.