Property Facilities Administrator

Lincolnshire Co-op; Lincoln (NE); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading co-operative business is seeking a Facilities Management Assistant to support operations across properties. This role involves managing key documents, coordinating maintenance tasks, and ensuring compliance with health and safety regulations. Ideal candidates will have strong organizational skills and experience in administrative roles, particularly within facilities management. The position offers competitive benefits, including annual leave, a pension scheme, and opportunities for career progression.

Benefits

30 days annual leave (pro-rata)

Pension scheme (up to 12% employer contributions)

Generous colleague discount rates

Annual discretionary bonuses

Working schedules available four weeks in advance

Free tea and coffee provisions

Qualifications

• Previous experience in an administrative role, preferably within facilities management.
• Solid grasp of Microsoft Office 365 for reports and records.
• Familiarity with health and safety regulations is desirable.

Responsibilities

• Assist with managing supplier contracts and performance reports.
• Coordinate scheduling of meetings and maintenance tasks.
• Maintain compliance and property maintenance risk registers.

Skills

Organisational skills

Communication skills

Data analysis

Tools

Microsoft Office 365

Job description

About the role:

Our Support Services are always on hand to offer advice and guidance to colleagues across our business. We are seeking a dedicated and organised Facilities Management Assistant to support our Facilities Manager in maintaining efficient operations across our property and facilities.

In this role, you will assist with managing key documents, such as supplier contracts, service agreements, and performance reports, and help maintain detailed records of maintenance activities, compliance audits, and facility inspections. You will co-ordinate the scheduling of meetings, site visits, and maintenance tasks, ensuring all stakeholders are informed and well-prepared.

This role also involves assisting with the management of supplier contracts including preparing reports for contract reviews. You will work with suppliers to gather quotes, track progress, and report on the reduction of facilities management costs. You will play a key part in maintaining compliance and property maintenance risk registers, co-ordinating compliance audits alongside the Health and Safety team, and following up on action items.

For a more detailed role breakdown, please refer to the full job description which is available as a download on this page.

INDMP

About You

To be considered for this role, you'll need to show us:

• Previous experience in an administrative role, preferably within facilities management or property services.
• A solid grasp of Microsoft Office 365, with the capability to create reports, maintain records, and analyse data accurately.
• Familiarity with health and safety regulations, property compliance standards, and contract management is desirable.

If you are detail-oriented and ready to make a positive impact on our team, we’d love to hear from you! We are looking for someone with strong organisational abilities to manage multiple tasks and prioritise effectively in a dynamic environment, along with excellent communication skills to engage professionally with both internal teams and external stakeholders.

Benefits:

In addition to working for a successful co-operative business, we offer our colleagues fantastic benefits, including:

• 30 days annual leave (including bank holidays) (pro-rata)
• Pension scheme (with up to 12% employer contributions)
• Generous colleague discount rates across our family of businesses
• Annual discretionary colleague bonuses to reward you for your hard work
• Working schedules that are available four weeks in advance, giving you time to plan around your shifts
• Free tea and coffee provisions for all colleagues during rest breaks at work

We are an “Investors in People - Platinum” employer, meaning that we have been recognised as one of the country’s top employers, offering progression opportunities to all our colleagues. As your confidence grows, you’ll have the opportunity to build the skills necessary to further progress your career and help to open up future opportunities. Whether you’re thinking of a future with us or looking to develop your skills with a community-focused business, we’ll work together with you to shape your career for the better.

About Us

From a single store in 1861 we have grown to be one of the most successful co-operatives in the UK. We’re proud to be able to offer a wide range of services from across our family of businesses. From Food Stores and Pharmacies to Post Offices and Support Services, we’re a growing society made up of over 220 outlets and nearly 3,000 colleagues.

We're owned by our members, the people of Lincolnshire and surrounding counties, and have been for more than 160 years! Communities are at the heart of everything we do and motivates us to deliver more than great customer service. We support them by sharing dividend with our members, investing in new and improved services, raising money for charity through our Community Champion scheme, supporting local schools and so much more!

We work together as a Society and are committed to ensuring our recruitment process is barrier free and as inclusive as possible for everyone. If you need any adjustments, would like us to do anything differently during the interview or would like to get in touch with us about anything else, please contact our Recruitment team on [phone], or alternatively you can [e-mail].

We may choose to close our vacancies in the event that we receive a high volume of suitable applications, so we encourage all candidates to apply as soon as possible.