FM Administrator

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 is a long established, multidisciplinary engineering and construction Building Services Engineering company headquartered in Ballymena, Northern Ireland. Founded in 1978, our expertise spans the full lifecycle of complex‑built environments from initial design and systems integration through to installation, commissioning, and handover. Across specific sectors: life science, commercial, education and healthcare.

Operating at a gold standard for best managed company and investors in people, our vision is to set the standard for excellence, driving progress, responsibility, and lasting impact. While keeping our clients and our people at the heart of what we do.

We are seeking

Dowds Group is seeking an organised and proactive Facilities Management (FM) Administrator to support the effective delivery of our FM contracts across Northern Ireland. This role plays a key part in ensuring strong administrative, financial, and operational support to Project Managers and the wider FM team.

The successful candidate will be detail‑driven, commercially aware, and comfortable working in a fast‑paced, contract‑based environment.

What you’ll be responsible for

• Provide day‑to‑day administrative support across FM contracts
• Assist with job logging, work order management, and contract records
• Support Project Managers with forecasting, budget tracking, and cost control information
• Collate and check supplier invoices, timesheets, and back‑up documentation
• Support invoice preparation and validation prior to client submission
• Maintain accurate contract, variation, and change control records
• Produce basic reports, dashboards, and KPI information for review
• Manage documentation related to compliance, certifications, and audits
• Act as an administrative point of contact for clients, suppliers, and internal stakeholders
• Maintain filing systems, trackers, and shared drives to ensure data accuracy and accessibility

Essential

• Previous experience in an administrative role, ideally within FM, construction, engineering, or a service‑based environment
• Strong organisational skills with excellent attention to detail
• Good working knowledge of Microsoft Office, particularly Excel and Outlook
• Confidence handling financial data such as invoices, costs, and trackers
• Ability to prioritise tasks and work effectively in a deadline‑driven environment
• Strong communication skills, both written and verbal

Desirable

• Experience working within a Facilities Management or contract‑led business
• Familiarity with work order systems or CAFM platforms
• Basic understanding of commercial or contract administration
• Experience supporting multiple stakeholders across operational teams

Why Join Dowds

• 41 Days Holiday
• Early Finish Fridays
• Private Medical
• Bonus
• Wellbeing Initiatives
• Pension
• Plus, many more

Dowds is an Equal Opportunities Employer