Facilities Administrator Job Description Template
Resource type and category
Resource type: Downloadable job description template
Category: Facilities Management Recruitment, Job Descriptions and Hiring Resources
Intended audience
Facilities Managers, Heads of Facilities, HR professionals, Talent Acquisition teams, Workplace teams and organisations recruiting a Facilities Administrator or FM support professional.
Resource-card description
Download a comprehensive Facilities Administrator job description template covering FM helpdesk management, purchase orders, invoices, supplier coordination, PPM administration, contractor compliance, reporting and facilities team support.
Full resource-page description
A strong Facilities Administrator helps keep Facilities Management operations organised, responsive and properly documented.
The Facilities Administrator Job Description Template provides employers with a practical framework for defining the responsibilities, experience and personal qualities required for an effective FM administration role.
The template positions the Facilities Administrator as an essential source of administrative support for the wider Facilities Management team. The role acts as an important point of contact for queries and requests while maintaining accurate records, internal systems and workflows.
A central responsibility is management of the FM helpdesk. The Facilities Administrator monitors incoming job requests, communicates with employees and supply-chain partners and helps progress issues through to resolution.
Financial administration forms another significant part of the role. Responsibilities include raising purchase orders, reconciling invoices, monitoring expenditure against agreed budgets and following up outstanding payments. This means strong numerical skills and attention to detail are particularly important.
Supplier and contractor coordination is also covered extensively. The Facilities Administrator may monitor supplier performance against agreed KPIs and SLAs, liaise with third-party contractors and attend regular supplier-review meetings.
The template also includes support for planned preventative maintenance (PPM), ensuring schedules remain current and remedial works are progressed appropriately.
Compliance administration is another important area. Responsibilities can include ensuring supplier and contractor vetting processes are followed and maintaining documentation relating to risk assessments, method statements, RAMS, permits to work and CDM procedures.
Reporting responsibilities include preparing monthly performance and budget reports, extracting data, formatting management information and producing presentations for the Facilities team.
The role also supports day-to-day business administration through meeting coordination, minute-taking, correspondence management and maintaining accurate electronic and physical filing systems.
A dedicated Knowledge, Experience and Qualifications section provides a useful framework for defining candidate requirements. These include previous office-administration experience, financial administration capability, experience of managing or monitoring FM contracts and SLAs, contractor coordination and strong Microsoft Office skills. Experience with CAFM or helpdesk systems is identified as desirable.
The template also suggests that qualifications in business administration or customer service may be beneficial, together with IOSH Managing Safely or equivalent health and safety knowledge.
The About You section highlights the behaviours that support success in the position: organisation, attention to detail, professional communication, numerical confidence, discretion, reliability and the ability to remain accurate while managing a busy workload.
Designed to be adapted to individual organisations, this template provides employers with a clear foundation for creating a professional and comprehensive Facilities Administrator job description.
Our documented work gives a realistic picture of timelines and candidate availability.