Facilities Administrator

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  • Job Reference: PR/001013
  • Job Title: Facilities Administrator
  • Location: East Sussex
  • Basic Salary Range: Salary- Circa £20,000-25,000, dependant on experience (may be a degree of flexibility to the right person
  • Job Type: Temporary
  • Posted 1 year ago
  • This position has been filled

Our client has asked Maxwell Stephens to recruit a Facilities Administrator to support the Facilities Manager, initially on a temporary basis, in administrative and IT tasks.


Main Duties & Responsibilities:

Facilities Help Desk

  • Provide first line Facilities Helpdesk support.
  • Fully manage requests and contractor works within the Facilities Helpdesk and escalate issues where required.
  • Manage all contractors and 3rdparty suppliers (PPM and reactive work), supervising contractor performance and ensuring required service levels meet requirements.
  • Update internal stakeholders on progress of the tasks they have requested.
  • Send out a weekly report to all the Facilities Team highlighting complete/incomplete tasks.

Facilities Administration

  • Request and manage all contractor/supplier documentation (including RAMS/Insurance), ensuring accurate storage of information is maintained.
  • Carry out Facilities duties as requested by the Facilities manager
  • Process departmental invoices.
  • Manage and maintain the stationery stock.
  • Help to build, organise and maintain the new asset log

Health and Safety

  • Proactively monitor H&S standards, taking ownership of issues and site safety.
  • Update all compliance information and paperwork on to the H&S portal.











  • Highly organised and efficient; able to prioritise.
  • Ability to work well within a small team.
  • Good numerical skills and IT Skills, in particular the Microsoft Office package.
  • Confidence escalating issues where required
  • Able to present clear briefings to senior management
  • Confidence dealing with all stakeholder levels


  • Experience of working safely with contractors.
  • Experience in working in the facilities sector.
  • Experience of dealing well with a variety of stakeholders.

Personal Attributes:

  • Maintain a clean & smart appearance
  • Friendly and able to work on own initiative or as part of a team
  • Be tactful and able to work well in a confidential environment


  • Educated to GCSE standard or equivalent




  • First aid at work trained
  • IWFM Level 2 qualification or equivalent experience
  • IOSH Trained