FM Administrator

Dowds; Ballymena; On-site; GBP 18,000 - 24,000; Full time

Benefits offered by this job

41 Days Holiday

Early Finish Fridays

Private Medical

Bonus

Pension

Job summary

Dowds Group, a long-established Building Services Engineering company based in Ballymena, Northern Ireland, is seeking an organised Facilities Management (FM) Administrator to support contract delivery.

The role focuses on administrative, financial, and operational support to Project Managers and the wider FM team in a fast-paced, contract-based environment. The successful candidate will be detail-driven and commercially aware, with strong IT and communication skills.

Qualifications

• Experience in an administrative role, ideally within FM, construction, engineering, or 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.
• 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.

Responsibilities

• 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

Skills

Organisational skills

Attention to detail

Communication skills

Prioritisation

Deadline-driven

Stakeholder coordination

Tools

Microsoft Excel

Microsoft Outlook

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

• 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 submissionMaintain 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

What we are looking for

• 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
• 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
• Pension
• Plus, many more

Dowds is an Equal Opportunities Employer