Office & Facilities Administrator (Part-time)

Confidential; Coventry; On-site; GBP 19,000 - 21,000; Part time

Job summary

Confidential in Coventry is hiring an Office & Facilities Administrator on a part-time basis. Based at Foleshill Enterprise Park, the role covers office management, facilities coordination, vendor management, reception, and administrative support, with occasional travel to London.

You'll work Tue–Thu, 12-month duration, 14.50–15.00 per hour plus holidays, with flexibility to cover busy periods. Strong organisational and communication skills, proficient in Microsoft Office and comfortable using

Qualifications

• Strong office administration experience.
• Workplace operations and facilities management skills.
• Vendor/supplier management and invoices experience.
• Reception, visitor coordination and events support.
• Asset, security and access management experience.
• Excellent written and verbal communication.

Responsibilities

• Act as the primary contact for all office-related matters.
• Maintain a professional, safe, and well-presented office environment.
• Oversee office opening and closing procedures.
• Manage office supplies, consumables, and stock levels.
• Support employee offboarding and asset recovery.
• Coordinate repairs, maintenance and third-party contractors.
• Approve and process invoices with suppliers.
• Coordinate meetings, hospitality and visitor needs.
• Assist in organising office events and engagement activities.
• Provide administrative support to leadership teams.

Skills

Office administration

Workplace operations

Supplier management

Facilities management

Administrative support

Reception coordination

Event coordination

Asset management

Security management

Client skills

Communication

Microsoft Office

AI tools

London travel

Tools

Microsoft Office

Outlook

Teams

Word

Excel

PowerPoint

Job description

Role:- Office & Facilities Administrator (Part-time)
Based: - Coventry CV6 - (Foleshill Enterprise Park)
Rate:- 14.50 - 15.00 p/h + Holidays (33 / 25 DAYS+8bh)
Duration:- 12 months plus
Days:- Tuesday/Wednesday/Thursday
Flexible to support the office at busy periods Mondays & Fridays

Core Experience of the Office & Facilities Administrator

• - Strong office administration experience
• - Workplace Operations
• - Supplier/Vendor Management
• - Facilities Management
• - Administrative Support
• - Reception & Visitor Coordination
• - Event Coordination
• - Asset & Security Management

Key Skills of the Office & Facilities Administrator

• - Strong client skills
• - Excellent written and verbal communication
• - Strong Microsoft Office skills (Outlook, Teams, Word, Excel, PowerPoint)
• - Comfortable using AI tools to improve efficiency and productivity
• - Occasional travel to London

Office Management

• - Act as the primary contact for all office-related matters.
• - Maintain a professional, safe, and well-presented office environment.
• - Oversee office opening and closing procedures.
• - Manage office supplies, consumables, and stock levels.
• - Support employee offboarding processes, including company asset recovery.

Facilities Management

• - Coordinate repairs and maintenance of facilities, furniture, and equipment.
• - Manage third-party contractors and service providers.
• - Conduct regular workplace inspections and proactively address issues.

Vendor & Supplier Management

• - Manage relationships with office and facilities suppliers.
• - Approve and process invoices in accordance with company procedures.

Reception & Visitor Experience

• - Coordinate employee, customer, and visitor requirements.
• - Manage meeting room bookings and hospitality arrangements.
• - Support customer meetings and external events.

Employee Engagement & Events

• - Assist in organising office events, team activities, workshops, and engagement initiatives.

Administrative Support

• - Provide administrative support to leadership teams as required.
• - Assist with travel, accommodation, and logistics arrangements.

Security & Asset Management

• - Manage office access systems, passes, keys, and security procedures.

Essential Experience

• - Previous experience in Office Management, Facilities Management, Workplace Management, Operations, or a similar role.
• - Experience managing suppliers, contractors, and external service providers.
• - Proven track record of coordinating workplace operations and facilities maintenance.
• - Strong administrative and organisational experience.
• - Excellent stakeholder management and communication skills.

Ideal Candidate for the Office & Facilities Administrator

Highly organised, proactive and able to work independently, adaptable, and capable of managing multiple priorities while maintaining exceptional attention to detail.
With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.