Administrator

Location: London / Hybrid Working Salary: £30,000 – £35,000 per annum Working Hours: Monday to Friday, 08:00–17:00 Contract: Temp to Perm

Role Overview

We are currently recruiting for an experienced Administrator to support a major facilities management contract based in London, with the role primarily based in London alongside hybrid working.

This is a varied administrative position supporting site management and contract delivery teams with quotations, purchase orders, subcontractor coordination, compliance administration, reporting and general contract support.

Key Responsibilities

• Prepare and submit quotations, ensuring supporting supplier quotations and relevant documentation are accurately referenced.

• Raise, manage and receipt purchase orders using CAFM systems.

• Maintain accurate quotation, purchase order, compliance and operational trackers.

• Update contract information and documentation within Microsoft SharePoint, Teams and internal systems.

• Support the scheduling and closure of approved works and quotations.

• Liaise closely with Contract Managers and Site Managers to ensure approved works are allocated and completed.

• Upload supplier quotations, completion evidence, subcontractor job sheets and supporting documentation to document management systems.

• Maintain accurate records to support billing, auditing and commercial processes.

• Assist with maintenance schedules and ensure key planned preventative maintenance dates are monitored.

• Liaise with subcontractors, suppliers and internal stakeholders regarding additional works, consumables and reactive maintenance requirements.

• Ensure reactive works, additional works and consumables are correctly recorded separately from core planned maintenance activities.

• Check supplier and subcontractor documentation is current and compliant.

• Support quotation authorisation processes and monitor outstanding client approvals and purchase orders.

Skills & Experience

• Previous administration experience within a busy commercial or operational environment.

• Strong organisational skills with the ability to manage multiple priorities.

• Excellent attention to detail when preparing documentation and maintaining records.

• Strong written and verbal communication skills.

• Good working knowledge of Microsoft Office, particularly Excel, Word and Teams.

• Experience using CAFM, asset management or similar operational systems.

• Confidence communicating with suppliers, subcontractors, clients and internal stakeholders.

• Ability to work independently and manage changing operational requirements.

• Strong record-keeping and document management skills.

Desirable Experience

• CAFM systems

• Document management systems.

• Purchase orders and quotation administration.

• Supplier and subcontractor coordination.

• PPM and reactive maintenance environments.

This is an excellent opportunity for an experienced Administrator looking to join a fast-paced contract environment where they can play an important role in supporting operational and commercial delivery