At a Glance
- Tasks: Manage and coordinate maintenance activities, ensuring timely completion and compliance.
- Company: Join ISS, a leading workplace and facility management company with a people-first approach.
- Benefits: Exciting career opportunities in a diverse and inclusive environment.
- Other info: Be part of a team that values growth, inclusivity, and making a difference.
- Why this job: Make a real impact by supporting essential services and improving user experiences.
- Qualifications: Experience in administration or coordination, strong organisational and communication skills required.
The predicted salary is between 40500 - 49500 £ per year.
We are seeking a Backlog & Works Administrator to join the Operational Delivery Team on a government contract. In this role, you will be responsible for the end-to-end administration, coordination, and management of planned and reactive maintenance activities, supporting the reduction and ongoing management of the maintenance backlog.
Working closely with operational teams, contractors, and key stakeholders, you will ensure Planned Preventive Maintenance (PPM), Reactive, Corrective, and Billable Works are accurately administered, scheduled, tracked, and completed in line with contractual requirements, service level agreements, and customer expectations. You will also play a key role in maintaining auditable records within the CAFM system and supporting financial administration and billing processes.
Key Responsibilities
- Manage and coordinate maintenance backlogs across PPM, Reactive, Corrective, and Billable Works.
- Schedule and allocate tasks to engineers and contractors to ensure SLA and contractual compliance.
- Monitor outstanding works and proactively drive progress to reduce backlog volumes.
- Liaise with contractors to obtain quotations, arrange attendance, and manage associated purchase orders.
- Maintain accurate, auditable records and documentation within the CAFM system.
- Support financial administration, including quotation processing, cost tracking, billing, and invoice preparation.
- Ensure completion certificates, service reports, and compliance documentation are obtained and correctly recorded.
- Act as a key point of contact for operational teams, contractors, and customers, providing updates and resolving queries.
Professional and Personal Competencies/Qualifications
- Previous experience in an administrative, scheduling, planning, or coordination role.
- Experience within Facilities Management, Property Services, Maintenance, Engineering, Construction, or a similar operational environment.
- Experience managing reactive and planned work activities.
- Strong organisational skills with the ability to prioritise a high volume of tasks.
- Excellent communication and stakeholder management skills.
- Experience working with contractors and suppliers.
- High attention to detail and accuracy.
- Strong problem-solving capability.
- Experience working to KPIs, SLAs, and contractual requirements.
- Ability to work independently and manage competing priorities.
- Good understanding of Microsoft Office applications, particularly Excel, Outlook, and Teams.
ISS is a world-leading workplace and facility management company, connecting people and places to make the world work better. Working with customers day by day, side by side, we understand every aspect of the user experience. Through a unique combination of intelligent solutions, high standards and people who care, to help our customers achieve their purpose.
ISS is committed to doing business the right way, taking its corporate responsibility very seriously. Our passion is people. We offer you a challenging and exciting career in an organisation with people at its heart. In ISS, everyone has the opportunity to develop, grow and make a difference.
ISS is proud to be a diverse and inclusive employer. ISS welcomes all applicants regardless of age, disability, gender identity or gender reassignment, marital or civil partnership status, pregnancy or maternity, race, religion or belief, sex, sexual orientation or educational background.
We are proud to be a Gold Employer Recognition Scheme (ERS) award holder and a signatory of the Armed Forces Covenant, recognising our commitment to supporting veterans, reservists, and military families.
We are a Disability Confident Committed (Level 2) employer, proudly supporting and promoting inclusive hiring practices in line with the UK government’s Disability Confident scheme.
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