FM Administrator - Scotland

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 is a long established, multidisciplinary engineering and construction Building Services Engineering company headquartered in Ballymena, Northern Ireland. Founded in 1978, ourexpertise 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.

Dowds Group isseekingan organised and proactiveFacilities Management (FM) Administratorto support the effective delivery of our FM contracts at our Beith office. 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 bedetail‑driven, commercially aware, and comfortable working in a fast‑paced,contract‑basedenvironment. This role will be based in Antrim.

What you’ll be responsible for

• Assistwith 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
• Maintainaccuratecontract, 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

• Previousexperience in anadministrative role, ideally within FM, construction, engineering, or a service‑based environment
• Strongorganisationalskills with excellent attention to detail
• Good working knowledge ofMicrosoft Office, particularly Excel and Outlook
• Confidence handling financial data such asinvoices, costs, and trackers
• Ability toprioritisetasks and work effectively in a deadline‑driven environment
• Strong communicationskills, both written and verbal
• Experience working within aFacilities Managementor contract‑led business
• Familiarity withwork order systemsor CAFM platforms
• Basic understanding ofcommercial 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