Facilities Administrator in Strood

We are looking for an organized, proactive and confident Facilities Administrator to support our reactive maintenance and compliance teams. The successful candidate will assist with the day-to-day coordination of reactive maintenance, planned preventative maintenance, compliance documentation, engineers and subcontractors. This is a busy, office-based role where priorities can change throughout the day. The successful candidate must be comfortable working in a quick-moving, fast-paced environment while maintaining a high level of accuracy and customer service.

Working Hours and Location

Monday to Friday 7:30am to 4:00pm Office-based position

Key Responsibilities

• Answer incoming telephone calls and emails from clients, engineers, subcontractors and suppliers.
• Accurately log reactive maintenance requests onto the company’s job management system.
• Gather all relevant information, including site details, fault descriptions, access arrangements and required response times.
• Schedule and allocate reactive and planned maintenance works to engineers and approved subcontractors.
• Monitor outstanding jobs and ensure works are completed within the required service-level agreements.
• Keep clients updated regarding attendance times, progress, delays and completion of works.
• Collate, review and file planned preventative maintenance worksheets and compliance documentation.
• Check completed PPM worksheets to ensure they contain all required information, including readings, findings, recommendations and signatures.
• Raise AWNs for defects, failures and remedial works identified during planned maintenance visits.
• Request quotations from engineers, suppliers and subcontractors.
• Prepare and issue quotations to clients for approval.
• Chase clients for quotation approvals and purchase orders.
• Chase engineers and subcontractors for outstanding job sheets, photographs, certificates, reports and supporting documentation.
• Review completed job sheets to ensure that labour hours, materials used, works completed and follow-on recommendations have been recorded accurately.
• Schedule approved remedial and follow-on works.
• Maintain accurate records of compliance visits, outstanding actions, certificate expiry dates and remedial requirements.
• Assist with booking statutory inspections and planned maintenance visits.
• Liaise with clients, site contacts, engineers, subcontractors, suppliers and internal departments.
• Escalate urgent, overdue or non-compliant works to the relevant manager.
• Support the wider facilities team with general administration, reporting and job management.
• Ensure company procedures, health and safety requirements and client-specific processes are followed.

Skills and Experience

• Previous administration or facilities management experience is preferred.
• Experience within facilities management, maintenance, construction, compliance or property services would be beneficial.
• Strong telephone manner and customer-service skills.
• Excellent written and verbal communication.
• Good organizational skills with the ability to manage multiple jobs and changing priorities.
• Strong attention to detail, particularly when reviewing job sheets and compliance documentation.
• Confident using Microsoft Outlook, Word and Excel.
• Experience using a CAFM or job management system would be advantageous.
• Able to remain calm and organized when handling urgent reactive maintenance requests.
• Comfortable chasing outstanding information and following actions through to completion.
• Able to work independently while also supporting the wider team.

Personal Attributes

• Reliable, professional and approachable.
• Proactive and willing to take ownership of tasks.
• Methodical and accurate.
• Confident communicating with clients, engineers and subcontractors.
• Able to work effectively within a quick-moving and fast-paced office environment.
• Able to prioritize urgent reactive works alongside planned compliance responsibilities.
• Flexible and comfortable adapting to changing workloads and priorities.
• Committed to providing a high standard of customer service.