Senior Facilities Administrator

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? - South West England (Full Time, On Site, All Year Round)

Role Overview

We’re searching for a confident and organised Senior Facilities Administrator to support the Head of Facilities across three school sites. This is a vital role managing administrative operations across key areas — including reception, lettings, reprographics, and facilities coordination — to ensure smooth day-to-day service delivery.

Key Responsibilities

1. Provide executive-level support to the Head of Facilities, including diary management, reporting, and preparing presentations
2. Lead and coordinate the weekly facilities leadership meeting
3. Manage reception, facilities, lettings, and reprographics teams — including team appraisals, absence tracking, and leave coordination
4. Support procurement and budget tracking; raise and receipt purchase orders
5. Oversee contractor access, ID issuance, and maintain asset registers and compliance documentation
6. Maintain and update the Planned Preventative Maintenance (PPM) system
7. Coordinate events and lettings across the school’s three sites
8. Ensure accurate record-keeping, timely correspondence, and policy compliance
9. Monitor inboxes and assign tasks across departments during term time and holidays
10. Supervise the reprographics service and lettings process, including bookings, contracts, and billing
11. Uphold safety, equality, and professionalism in line with the City of London Corporation policies

Person Specification

1. Strong English communication skills, both written and verbal
2. Proven organisational and problem-solving ability
3. IT proficiency across Microsoft Office (Outlook, Excel, Word) and industry-standard tools
4. Excellent interpersonal and stakeholder engagement skills
5. Experience in customer service, facilities coordination, and multi-task management
6. Confident in time management and decision-making under pressure