Administration Coordinator Facilities VA2816 in Darlington

Location: Darlington

Hours: Monday–Friday, between 8:00am – 5:00pm, with occasional out-of-hours on-call cover

Contract: Full-time permanent.

Salary: £27,165 per annum

Be the person who keeps everything moving. At Anabas, we believe great Facilities Management is about more than simply responding to requests. It’s about anticipating problems, communicating brilliantly, coordinating people and resources, and delivering a service that our clients can rely on.

We’re looking for an experienced, organised and proactive Administration Coordinator to join our busy Darlington team. This is an excellent opportunity for an experienced Facilities Administrator, Helpdesk Coordinator, FM Administrator, Facilities Coordinator or Senior Administrator who enjoys taking ownership, solving problems and working at the heart of a fast-paced operation.

Why join Anabas? This is more than an administration role. You’ll be joining our Facilities Helpdesk team where your organisation, communication and decision-making directly contributes to the quality of service we provide to our clients. We invest in our people and want you to develop with us.

About the role: You’ll be a key point of contact for our clients, engineers, subcontractors and internal teams, helping to ensure that reactive maintenance, planned works and day-to-day facilities activity are delivered efficiently and professionally. You’ll take ownership of requests from initial contact through to completion, coordinating engineers and subcontractors, keeping clients informed and ensuring our systems and records remain accurate.

No two days will be exactly the same. You’ll be balancing competing priorities, responding to urgent requests, coordinating schedules and supporting the wider Facilities Management team to deliver an outstanding service.

What you’ll be responsible for:

• Managing incoming requests through our helpdesk, client inboxes and telephone lines
• Acting as a professional and responsive first point of contact for clients and site teams
• Logging, updating and closing jobs accurately on our QFM CAFM system
• Coordinating engineers and subcontractors to ensure jobs are progressed efficiently
• Scheduling reactive callouts and planned preventative maintenance (PPM) activities
• Monitoring outstanding jobs and proactively following up to ensure deadlines and expectations are met
• Keeping clients, engineers and colleagues updated throughout the lifecycle of jobs
• Arranging travel and accommodation for engineers and operational teams
• Ordering materials and goods as required
• Raising and managing purchase orders through Sage 200
• Liaising with engineers, subcontractors, suppliers and site-based teams
• Maintaining accurate records and ensuring CAFM data is kept up to date
• Providing administrative and operational support across the Facilities Management function
• Providing cover for the out-of-hours on-call rota when required
• Attending site when necessary to support operational requirements

Who we’re looking for: We’re looking for someone who is confident, commercially aware, highly organised and comfortable taking ownership. You may currently be working as a Facilities Administrator, Facilities Coordinator, FM Helpdesk Coordinator, Helpdesk Administrator, Maintenance Coordinator, Contract Administrator or Senior Administrator and be ready to take the next step in your career.

You will be someone who can manage a busy workload without losing sight of the detail or the customer experience. You'll bring:

• Previous experience in a busy administrative, coordination or Facilities Management environment
• Experience working within a facilities, maintenance, property or service-based operation would be highly advantageous
• Strong communication skills and the confidence to deal with clients, engineers and subcontractors at all levels
• Excellent organisational and time-management skills
• The ability to prioritise competing demands and remain calm under pressure
• Strong attention to detail and a commitment to maintaining accurate records
• Confidence using Microsoft Office, email and business management systems
• Experience with a CAFM/helpdesk system would be an advantage
• Experience with QFM and/or Sage 200 would be highly desirable, although training can be provided
• A proactive approach — someone who sees what needs doing and gets it done
• A positive, collaborative attitude and a genuine commitment to delivering excellent customer service

You’ll receive:

• 33 days annual leave, including Bank Holidays
• Employee Assistance Programme
• Recognition and Reward scheme
• Cycle to Work scheme
• Company events
• Training and development opportunities
• Subsidised gym membership
• Access to healthy snacks and drinks
• A supportive and collaborative working environment
• The opportunity to develop your career within Facilities Management

Ready to take the next step? If you’re an experienced administrator or Facilities Management professional who enjoys coordination, problem-solving and taking ownership, we’d love to hear from you. Join Anabas and become a key part of the team that keeps our clients' facilities safe, efficient and running smoothly every day. Apply today and take the next step in your Facilities Management career.