FM Administrator - Project & Finance Support (Early Finish Fridays)

Dowds; Beith; On-site; GBP 22,000 - 32,000; Full time

Benefits offered by this job

41 Days Holiday

Early Finish Fridays

Private Medical

Bonus

Pension

Job summary

Dowds Group is seeking a proactive Facilities Management (FM) Administrator for our Beith office. You will support Project Managers with forecasts, budgets, and contract records while handling invoices, timesheets, and compliance documentation.

The role requires organisational excellence, attention to detail, and strong communication skills to coordinate with clients, suppliers, and internal teams in a fast paced environment.

Qualifications

• 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.

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

Administrative experience

Attention to detail

Organisational skills

Communication skills

Financial data handling

Tools

Excel

Outlook

Job description

Dowds Group is seeking a proactive Facilities Management (FM) Administrator for our Beith office. You will support Project Managers with forecasts, budgets, and contract records while handling invoices, timesheets, and compliance documentation.

The role requires organisational excellence, attention to detail, and strong communication skills to coordinate with clients, suppliers, and internal teams in a fast paced environment.