Property & Facilities Admin Assistant

JobStart Scheme; Newtownards; On-site; GBP 40,000 - 60,000; Part time

Job summary

A dynamic business hub in Newtownards is seeking a Property & Facilities Admin Coordinator. The role involves providing administrative support, managing tenant services, and ensuring facilities are operational. Candidates should have experience in administrative roles and proficiency in Microsoft Office. The position offers flexible hours and administrative duties related to facilities management, making it an excellent opportunity for professionals looking for part-time work.

Qualifications

• Experience in a commercial estate agent or property management company is preferred.

Responsibilities

• Maintain accurate records of maintenance schedules and contracts.
• Prepare and process financial documents related to facilities management.
• Manage communication with contractors, suppliers, and tenants.
• Perform market and competitor analysis for business accommodation.
• Ensure compliance with health and safety regulations.

Skills

Proven experience in administrative or facilities support roles

Proficient in Microsoft Office Suite (Word, Excel, Outlook)

Written and verbal communication skills

Knowledge of health and safety regulations

First Aid or Health & Safety certification

Job description

THE EMPLOYER IS: ARDS BUSINESS HUBThe Property & Facilities Admin Coordinator is responsible for providing administrative support to the Facilities Manager and ensuring the smooth and efficient operation of the Hub’s facilities. This role involves coordinating day-to-day administrative tasks, assisting with tenant and client services, and ensuring facilities meet operational standards.This role offers a unique opportunity to contribute to the smooth operation of a dynamic business hub while gaining valuable experience in facilities, commercial property, and administrative management.

Responsibilities

• Maintain Records: Keep accurate and up-to-date records of maintenance schedules, contracts, compliance documentation, and tenant records.
• Financial Processing: Prepare and process purchase orders, invoices, and other financial documents related to property and facilities elements of our business.
• Communication Management: Handle correspondence and communication with contractors, suppliers and tenants, and manage electronic data and emails.
• Reporting and Documentation: Completed monthly reports, working instructions, and obtain client feedback for management.
• Property Management: Handle property enquiries, liaise with letting agents, manage tenant agreements, and maintain the property waiting list.
• Market Analysis: Assist with conducting market and competitor analysis for business accommodation.
• Facilities Coordination: Schedule and coordinate maintenance, inspections, repairs, and manage supplies and key systems.
• Marketing Support: Assist with marketing vacant units and liaise with tenants for testimonials and good news stories.
• Customer Service: Serve as first point of contact for tenants and visitors, responding promptly to facility-related enquiries and issues.
• Compliance and Safety: Ensure compliance with health and safety regulations, support emergency procedures, and identify potential hazards.

Skills and Qualifications

• Proven experience in administrative or facilities support roles.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Written and verbal communication skills.
• Knowledge of health and safety regulations.
• Work experience in a commercial estate agent or property management company.
• First Aid or Health & Safety certification.

Further Information

The Employer is: ARDS BUSINESS HUBJobStart Opportunity - Working Hours Information- Standard Hours: up to 25 hours per week.- Flexible/Reduced Hours: May be available upon approval by a Work Coach.- Additional Hours: The employer may offer extra hours depending on availability. This should be discussed directly with the employer before starting employment.The job advert may end before the closing date if requested by the employer.

Application Information

JOBSTART IS OPEN TO WORKING AGE BENEFIT CLAIMANTS WHO ARE DEEMED ELIGIBLE BY A WORK COACH. If you are on Universal Credit, please contact your Work Coach via your Journal. If you are in receipt of any other working age benefit, please contact your local Jobs & Benefits Office on 0800 001 5782.

Vacancy ID 1744004 Job Sector Secretarial and Administration Area Co Down Location Newtownards Salary 16-17 £7.55, 18-20 £10.00, 21 plus £12.21 per hour. No. vacancies 1 Contract Type Temporary Weekly hours 25 Published date 06/11/2025 Closing date 17/12/2025 Worktime Monday to Friday, 8.30am to 1.30pm

Area: Derry or Londonderry
Closing date: 06 Nov 2025

Area: All of Northern Ireland
Closing date: 07 Nov 2025