The Maintenance and Small Works Administrator plays a key role in supporting the delivery of maintenance contracts and small projects by providing robust and efficient administrative assistance. Working closely with the Senior Administrator, Project Manager, engineers, and subcontractors, the postholder will ensure accurate scheduling, record-keeping, documentation, and client communication while maintaining a proactive, professional approach.
Key Responsibilities:
Operational & Administrative Support:
- Coordinate engineers’ diaries and allocate workloads efficiently
- Type and format quotes, letters, and technical reports
- Assist the Project Manager with actions arising from engineer reports
- Maintain accurate contract data including service dates and subcontractor visits
- Produce client-facing monthly reports and documentation
- Set-Up portal links for clients
- Support project start-up processes including folder setup and SFG20 logbook preparation
Finance & Procurement:
- Raise purchase orders for materials and subcontract services
- Generate subcontractor payment certificates
- Assist with project invoicing and cost-tracking
Compliance & Record Management:
- Maintain accurate and up-to-date training schedules
- Support calibration tracking and certification for engineer tools and equipment
- Ensure documentation is filed, archived, and stored in line with internal processes
Client & Stakeholder Engagement:
- Liaise directly with clients and tenants in a professional and supportive manner
- Work collaboratively with engineers and internal teams to keep works on track
- Always uphold a client-focused approach
General Administration:
- Answer incoming calls and provide general office support
- Maintain administrative systems, documents, and trackers to support the wider team
- Assist with ad hoc tasks and departmental needs as required
Person Specification:
Skills & Competencies:
- Strong organisational skills and ability to prioritise a varied workload
- Good time management and dependability.
- Excellent attention to detail and accuracy in record keeping
- Confident communicator with a professional and friendly telephone manner
- Proactive problem-solver with a ‘can-do’ attitude
- Client-focused, with a willingness to go the extra mile
Knowledge & Experience:
- Solid working knowledge of Microsoft Word and Excel
- Experience in typing and formatting quotes, letter and technical reports
- Experience in an administrative role within construction, engineering or facilities is desirable
- Comfortable working with a varied workload in a fast-paced and busy environment
- Understanding of maintenance or project workflows beneficial
Full time (Monday – Friday 8am – 5pm - 1 hr unpaid lunch)
25 Days holiday plus bank holidays
Pay: £27,000.00 per year
Benefits:
- Company pension
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site parking
Work Location: In person
