Job Purpose As a Facilities Administrator, you will play a vital role in ensuring the smooth operation of our Houses and supporting the Facilities Team in delivering high standards of maintenance, safety, and comfort for families staying with us.
You will be responsible for the administrative tasks associated with facilities management, including coordinating repairs, managing schedules, following financial processes and maintaining records.
This role is essential in ensuring that our Houses remain a welcoming and safe environment for the families we support.
Key Responsibilities Providing administrative support to the Facilities Team, including maintaining accurate records of inspections, maintenance schedules, costs, repairs and meeting notes Coordinating with external contractors and suppliers to ensure timely completion of maintenance tasks, adhering to safety regulations Monitoring and coordinating the facilities inbox, responding promptly to queries from staff, contractors, suppliers, (in line with SLAs in place) and delegate to the necessary member of the team Making necessary calls to internal and external teams Assisting in preparing documentation for health and safety audits, risk assessments, and compliance reports Maintaining a database of contractors and service providers, ensuring all certifications and agreements are up to date Supporting the Facilities Team in monitoring budgets and processing invoices for facilities-related expenses Assisting in scheduling and coordinating regular preventative and remedial maintenance work, including electrical, plumbing and fire prevention Providing general administrative support to the wider House teams as required, ensuring efficient communication and collaboration across departments Contributing to the improvement of facilities management processes, identifying areas for greater efficiency and cost-effectiveness Skills and Experience Previous experience in an administrative role, ideally within facilities management or a related field Good organisational skills with the ability to manage multiple tasks and prioritise effectively Good communication skills, both written and verbal, with a customer-focused approach Proficiency in Microsoft Office (Word, Excel, Outlook) Understanding of health and safety regulations/Building regulations is desirable but not essential A proactive approach to problem-solving, with a keen eye for detail Flexibility to travel to all 14 Houses as necessary Our Diversity Statement We aim to cultivate a culture of inclusion for all employees that respects their individual strengths, views, and experiences.
We believe that our differences should be celebrated as this enables us to be a better team - one that makes better decisions, drives innovation, and delivers better results.