FM team administrator

Cobalt Consulting (UK) Ltd; Birmingham; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading specialist firm in commercial property is seeking a FM Team Administrator to support procurement and transitions teams. This role involves maintaining shared inboxes, managing contract databases, and ensuring compliance with internal standards. Ideal candidates will have strong administrative skills, a proactive attitude, and experience with Microsoft and Google applications. Flexible working hours from Monday to Friday, based in Birmingham.

Qualifications

• Previous experience in a similar administrative or procurement-support role is preferred.
• Strong IT literacy essential.

Responsibilities

• Maintain and manage shared team inboxes and handle queries promptly.
• Support onboarding and offboarding of properties and suppliers.
• Maintain accuracy of contract databases and internal data management tools.
• Ensure all admin processes meet internal standards and regulations.

Skills

Administrative capability

IT proficiency

Strong communication skills

Organizational skills

Tools

Microsoft applications

Google applications

Job description

About the Organisation

This is an opportunity to join one of the UK's leading specialist firms in commercial property and asset management, supporting a diverse range of clients including fund managers, REITs and property owners.

Role Overview

The FM Team Administrator will play a key administrative role within the Procurement function, supporting both the Procurement and Transitions teams.
This position is central to ensuring smooth operational processes, accurate data management, and effective onboarding/offboarding of properties and suppliers.

The role involves a mixture of administrative coordination, document management, system upkeep and communication with internal stakeholders. Occasional travel to London may be required.

Key Responsibilities

Procurement & Transitions Support

• Maintain and manage shared team inboxes, ensuring queries are handled promptly.
• Support the onboarding and offboarding of properties, portfolios and suppliers within agreed timeframes.
• Administer procurement documentation including Framework Agreements, Contract Orders, Variations and Terminations using digital signature platforms.
• Help onboard incumbent and new suppliers, ensuring compliance requirements are met.

Data & Systems Management

• Maintain the accuracy and integrity of contract databases and internal data management tools.
• Update systems regularly and assist in enhancing data accessibility and usefulness.
• Keep supplier and contract files organised and aligned with company and client requirements.
• Update business-wide systems with new information regarding property transitions, sales and acquisitions.

Compliance & Process Quality

• Ensure all administrative processes meet internal standards, professional regulations and statutory timelines.
• Monitor compliance requirements relating to health, safety and environmental obligations.
• Identify gaps or inaccuracies in information and escalate them appropriately.
• Contribute to improving workflows and administrative processes.

General Administration & Independence

• Work independently when required, prioritising urgent work and adapting to operational needs.
• Provide high-quality administrative support with strong attention to detail.
• Use strong IT proficiency to complete daily tasks efficiently and accurately.

Skills & Behaviours

Technical & People Skills

• Strong administrative capability with experience in a similar role.
• Confident user of Microsoft and Google applications.
• Ability to manage multiple tasks, prioritise workloads, and maintain accuracy.
• Comfortable communicating with internal teams, suppliers and stakeholders at all levels.

Values & Behaviours

• Proactive, organised and accountable.
• Embraces change and new technologies.
• Strong written and verbal communication skills.
• Collaborative and supportive, with strong relationship-building skills.
• Keen to learn, develop and contribute to team success.
• Solution-focused with a willingness to take initiative.

Experience & Working Pattern

• Previous experience in a similar administrative or procurement-support role is preferred.
• Strong IT literacy essential.
• Hours: Monday-Thursday 9:00-17:30, Friday 9:00-17:00