Facilities Management Administrator

About this role

Facilities Management AdministratorCompany Overview

The Well Group Limited is a multidisciplinary provider of planned, reactive and compliance-led maintenance services. Through our specialist divisions, we support schools, healthcare facilities, commercial premises, local authorities and other organisations across London and Home Counties.

Well Planned FM is our facilities management division, coordinating a broad range of building maintenance and statutory compliance services through our directly employed team and approved specialist contractor network.

Role Overview

We are seeking a highly organised and proactive Facilities Management Administrator to support the day-to-day operation of Well Planned FM.

The successful candidate will help coordinate planned preventative maintenance, reactive call-outs, engineers and specialist contractors. They will also maintain accurate service records, communicate with clients and ensure that jobs progress from initial instruction through to completion, reporting and invoicing.

This role requires excellent organisation, strong communication skills and the ability to manage multiple jobs and deadlines within a fast-moving facilities management environment.

Key Responsibilities1. Facilities Management Administration

• Provide administrative support for planned, reactive and remedial maintenance activities.
• Create, update and close jobs within the company’s CAFM system.
• Maintain accurate records for client sites, assets, service schedules and maintenance activities.
• Upload reports, certificates, photographs, quotations and other documentation to SharePoint, client portals and internal systems.
• Review completed job documentation to ensure that all required information has been provided.
• Format and distribute service reports and completion documents to clients.

2. Scheduling and Engineer Coordination

• Schedule planned maintenance visits, reactive call-outs and remedial works.
• Coordinate directly employed engineers and approved specialist contractors.
• Issue job details, site access information, purchase orders and relevant documentation before attendance.
• Monitor engineer and contractor progress throughout the day.
• Respond to changes, delays, access issues and urgent maintenance requirements.
• Ensure that outstanding visits are rearranged promptly and communicated to the client.
• Maintain the planned maintenance calendar and help ensure that scheduled services are completed within the required period.

3. Reactive Maintenance Management

• Receive and log reactive maintenance requests by telephone, email and client portal.
• Assess the urgency of each request and allocate it to the appropriate engineer or contractor.
• Monitor response and completion times against agreed service levels.
• Keep clients informed of attendance arrangements, delays and job progress.
• Obtain completion reports, photographs and supporting evidence following attendance.
• Escalate urgent, overdue or unresolved jobs to the Contracts Manager.

4. Contractor and Supplier Coordination

• Liaise with approved contractors and suppliers regarding availability, pricing and attendance.
• Issue work orders and purchase orders following internal approval.
• Confirm that contractors have received the correct scope of work and site information.
• Maintain contractor records, including insurance, qualifications, accreditations and compliance documents.
• Follow up outstanding quotations, reports, certificates and invoices.
• Support the monitoring of contractor performance, response times and quality of service.

5. Quotations and Remedial Works

• Review service reports and identify recommendations or remedial works requiring quotations.
• Record and track remedial actions from identification through to quotation and completion.
• Request prices and supporting information from engineers, contractors and suppliers.
• Prepare draft quotations using approved schedules of rates and templates.
• Issue approved quotations to clients and follow up outstanding decisions.
• Convert accepted quotations into job orders and arrange delivery of the works.
• Maintain an accurate remedial and quotation tracker.

6. CAFM and Client Portal Management

• Maintain accurate and up-to-date job information within Joblogic and other client CAFM systems.
• Upload reports, certificates, photographs and completion information within agreed deadlines.
• Cross-check completed job data against schedules, valuations and client portals.
• Identify missing jobs, duplicated records, incorrect frequencies or incomplete documentation.
• Ensure that job statuses accurately reflect the current stage of each instruction.
• Support the preparation of monthly performance, compliance and outstanding-job reports.

7. Client Communication

• Handle incoming telephone and email enquiries professionally.
• Provide clients with clear updates regarding appointments, attendance, quotations and completion dates.
• Liaise with site managers, caretakers, facilities teams and other client representatives.
• Escalate technical questions or complaints to the appropriate manager.
• Build positive working relationships through responsive and reliable communication.
• Arrange follow-up visits where further investigation or remedial work is required.

8. Compliance and Record Keeping

• Maintain organised site files containing service reports, certificates, risk assessments, quotations and maintenance records.
• Check that documentation is complete, correctly dated and assigned to the appropriate client and site.
• Support the management of statutory and routine compliance services, including fire safety, electrical, gas, heating, water hygiene and general building maintenance.
• Assist with internal audits, client audits and contractor compliance reviews.
• Ensure records are retained in accordance with company procedures and client requirements.
• Follow internal quality, health and safety, data protection and document-control procedures.

9. Commercial and Finance Support

• Check completed works against job instructions, purchase orders and agreed costs.
• Support the preparation of monthly valuations and invoicing information.
• Identify completed jobs that are ready for invoicing.
• Review supplier and contractor invoices against authorised works.
• Raise queries where charges, job details or supporting documents do not match.
• Help ensure that all completed and chargeable work is correctly recorded.

Required Skills and Experience

• Previous experience in an administrative or coordination role.
• Experience within facilities management, property maintenance, construction or a similar service environment is preferred.
• Excellent organisational and time-management skills.
• Ability to manage multiple jobs, priorities and deadlines.
• Confident using Microsoft Office, particularly Outlook, Excel and Word.
• Experience using a CAFM, job management or CRM system.
• Strong written and verbal communication skills.
• High level of accuracy and attention to detail.
• Confidence communicating with clients, engineers, contractors and suppliers.
• Ability to work independently while contributing effectively to a wider operational team.
• A proactive approach to identifying and resolving outstanding actions.

Desirable Skills and Experience

• Experience using Joblogic or a similar CAFM platform.
• Experience using SharePoint and client maintenance portals.
• Understanding of planned preventative maintenance and reactive maintenance processes.
• Familiarity with statutory building compliance services.
• Experience coordinating subcontractors or field-based engineers.
• Experience preparing quotations, purchase orders, valuations or invoicing information.
• Familiarity with service-level agreements and performance reporting.
• Knowledge of facilities management terminology and compliance documentation.

Personal Attributes

The successful candidate will be

• Highly organised and methodical.

About facilities & operations roles for ex-police

Operations, facilities and site management roles. Running a shift, a custody suite or an operational unit is people-and-process management employers can use from day one.