FM Administrator

FM Search & Select Ltd are working with a well-established Facilities Management company based in Edinburgh, delivering a wide range of services across commercial & public sector contracts. As part of our continued expansion, we are looking to appoint a reliable and organised FM Administrator to join our office-based support team.

The following information aims to provide potential candidates with a better understanding of the requirements for this role.

Role Summary

This role will play a key role in supporting day-to-day operations within the business, ensuring all administrative functions run smoothly and efficiently. This is a varied and hands-on role requiring strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

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Provide general administrative support to the operations, service, and projects teams

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Manage incoming enquiries via phone and email, directing to appropriate departments

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Schedule and coordinate engineer call-outs, maintenance visits, and service appointments

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Maintain accurate records, job sheets, and compliance documentation using internal systems

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Assist with invoice processing, timesheet collation, and supplier paperwork

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Update client and asset databases to reflect ongoing works and project changes

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Liaise with clients to confirm appointments, obtain documentation, and provide service updates

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Support the mobilisation of new contracts by preparing and managing contract documentation

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Ensure health & safety paperwork, RAMS, and certification are kept up to date and filed correctly

Requirements

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Previous experience in an administration role, ideally within FM, construction, or building services

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Strong organisational and time management skills

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Excellent written and verbal communication

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Confident using Microsoft Office (Word, Excel, Outlook) and CRM/job management systems

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Ability to work independently and as part of a team

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Proactive approach and willingness to take ownership of tasks

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Familiarity with scheduling engineers or maintenance teams (desirable)

What’s On Offer

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Competitive salary based on experience

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Supportive and friendly office environment

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Career development and training opportunities

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The chance to be part of a growing, dynamic FM business working on high-profile contracts

To apply or find out more, please contact us for a confidential discussion