Junior Admin Coordinator – PPM & Reactive Maintenance

Landmark FM; Greater London; Hybrid; GBP 25,000 - 28,000; Full time

Benefits offered by this job

Competitive salary based on experience

Full time, permanent employment

Training and support from an expertops

Opportunity to develop knowledge of FM

A friendly, family run working enviro

Opportunity to grow with the business

Job summary

Landmark Facilities Management in West London is seeking a Junior Administrator to support both Planned Preventative Maintenance (PPM) and Reactive Maintenance operations. You will help schedule engineers, log maintenance requests, and keep jobs tracked from instruction to completion.

The role is office-based with an initial hybrid option, offers a salary of £25,000–£28,000 and a supportive operations team.

Qualifications

• Excellent organisational and time management skills.
• Confident written and verbal communication.
• Good working knowledge of Outlook, Excel and Word.
• Ability to manage multiple tasks and changing priorities.
• Strong attention to detail and a proactive approach to problem solving.
• A positive attitude and willingness to learn.
• Ability to work independently and as part of a team.

Responsibilities

• Assist with planning and scheduling routine maintenance visits.
• Coordinate engineers and subcontractors, ensuring appointments and site access are arranged.
• Monitor upcoming, outstanding and overdue maintenance tasks.
• Maintain accurate maintenance schedules and records.
• Chase engineers and contractors for completed job sheets, reports and certification.
• Update clients on maintenance schedules and progress.
• Receive and log maintenance requests from clients.
• Raise and allocate jobs to engineers and subcontractors.
• Coordinate attendance, appointments and access arrangements.
• Monitor outstanding jobs and follow up to ensure timely completion.
• Keep clients updated on job progress and any delays.
• Assist with obtaining quotations and raising purchase orders.
• Ensure completed job sheets, photographs and supporting documentation are received and recorded.
• Maintain accurate records within our Joblogic facilities management system.
• Respond to telephone calls and emails professionally.
• Assist with preparing maintenance reports and client updates.
• Support the operations team with general administration and coordination.
• Help improve existing processes and maintain organised records.

Skills

Organisational skills

Time management

Communication

MS Outlook

MS Excel

MS Word

Multi-tasking

Attention to detail

Team player

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Job description

Landmark Facilities Management in West London is seeking a Junior Administrator to support both Planned Preventative Maintenance (PPM) and Reactive Maintenance operations. You will help schedule engineers, log maintenance requests, and keep jobs tracked from instruction to completion.

The role is office-based with an initial hybrid option, offers a salary of £25,000–£28,000 and a supportive operations team.