Administration Assistant

Administration Assistant – Equans UK & Ireland

Equans is looking for an Administration Assistant to join our team at the University of Sheffield on a permanent basis. This is a full‑time role (37.5 hours per week) with a starting salary of £24,000 per annum and a competitive benefits package.

What will you deliver?

• Office‑based work, 9:00 am – 5:00 pm, Monday to Friday.
• End‑to‑end workflow administration of reactive works through the Maximo CAFM system.
• Support works supervisors with oversight and distribution of work orders.
• Trend analysis of Maximo work orders through Business Intelligence.
• Raise & receipting of PPM and reactive works purchase orders.
• Raise corrective work orders.
• Monitor safety and compliance groups to record and log damage and safety incidents.
• Liaise with subcontractors for delivery of reactive works.
• Liaise with the University Helpdesk for building access and works delivery.
• Interpret reactive work descriptions to support administration of student damage through the client system.
• Monthly review of all GRIR and WIP (Work in Progress).
• Administer all Purchase Card expenditure receipts and reconcile them.
• Provide general administrative support to the wider contract as required.

What can we offer you?

• 24 days annual leave (+ public holidays).
• Life Cover equivalent to 1.5 times annual salary.
• Employee discount schemes on major brands and retailers.
• Gym membership discounts.
• Cycle‑to‑work scheme.
• Holiday purchase scheme.
• Two corporate social responsibility days per year.
• Broad range of learning opportunities, including professional qualifications and training programmes.
• Attractive Employee Referral Rewards Scheme.
• Access to employee networks.
• 24/7 Employee Assistance Programme and mental wellbeing app.

Who are you?

• Rounded educational background with direct experience in financial and operational administration.
• Facilities Management (Hard Services) experience desirable.
• Experience with Maximo or other CAFM systems advantageous.
• Understanding of WIP and Billing processes.
• Experience in both finance and workflow administration desirable.
• Excellent IT skills with Microsoft applications, SAP, and other in‑house IT management systems (Maximo, STEMS, Coupa, etc).
• Excellent communication and customer service skills.
• Demonstrated good time‑management skills, able to meet deadlines and adhere to procedures.
• Highly motivated, organised, versatile and adaptive.
• Credible experience within a general Contract Administration position.

Standard DBS check required; ability to pass is essential.

About Equans

In the UK & Ireland, Equans is a provider of sustainable facilities management and regeneration, and cutting‑edge energy and digital services. Our 15,000 employees combine these activities to deliver decarbonisation across the built environment and help businesses, communities, public sector organisations and government accelerate the transition to a low‑carbon, resilient world. Globally, Equans is a world leader in the energy and services sector with operations in 20 countries, 90,000 employees working on 5 continents and a turnover of 19.2 billion euros in 2024. Equans is a subsidiary of the Bouygues group.

Diversity & Inclusion

Equans is committed to delivering a culture where everyone’s voice is heard and supported. We encourage applications from women, ethnically diverse individuals and people with disabilities, as well as all candidates who identify with protected characteristic groups under the Equality Act 2010. We support a diverse workforce through employee networks and inclusive practices.

Next steps

If this role is of interest to you, please click below to register, apply and track your progress. A member of our Resourcing Team will review your application and be in touch.

For this role, you must have evidence of the right to work in the UK. Relocation is not offered. Certain roles may require a disclosure check, as noted in the role requirements.