Senior Facilities Administrator

Senior Facilities Administrator (Soft & Hard Services)

Location: Woodley
Department: Facilities Management
Reports To: Facilities Manager / Head of Facilities
Job Type: Full-Time
Salary: Up to £40,000

About the Client:

Our client is a leading provider of integrated facilities management solutions, committed to delivering exceptional service across both hard and soft FM disciplines. Their expert engineers maintain mechanical, electrical, and plumbing systems, as well as the structural fabric of commercial buildings. With a proactive approach to tangible maintenance, they ensure the functionality and safety of every space they manage.

From cleaning and landscaping to security and front-of-house services, their team of FM professionals is dedicated to making workplaces safe, smarter, and more efficient—creating environments where people can truly thrive.

Role Overview:

The Senior Facilities Administrator plays a pivotal role in supporting the seamless operation of commercial spaces by coordinating both hard and soft facilities services. This individual ensures that all building systems are maintained to the highest standards, while also enhancing the day-to-day workplace experience for occupants.

Key Responsibilities:

Hard Facilities Management:

• Oversee planned preventative maintenance (PPM) and reactive maintenance for all building systems, including HVAC, electrical, plumbing, and fire safety.
• Coordinate with engineers and contractors to ensure timely, compliant, and cost-effective service delivery.
• Maintain asset registers and ensure all systems are certified and operational.
• Support compliance with health and safety regulations and assist with audits and inspections.
• Contribute to building projects, refurbishments, and space optimization initiatives.

Soft Facilities Management:

• Manage services such as cleaning, security, waste management, pest control, and catering.
• Monitor service level agreements (SLAs) and key performance indicators (KPIs) to ensure high-quality delivery.
• Ensure a clean, safe, and welcoming environment for all building users.
• Coordinate office moves, workstation setups, and general workplace support.
• Oversee procurement and inventory of office supplies and consumables.

Administrative & Strategic Support:

• Maintain accurate records, reports, and documentation for all facilities activities.
• Assist with budget tracking, invoice processing, and cost control.
• Support sustainability and energy efficiency initiatives.
• Act as a key point of contact for facilities-related queries and emergencies.
• Provide guidance and mentorship to junior facilities staff.

Qualifications & Experience:

• Extensive experience in facilities administration or coordination, ideally in a senior role.
• Strong knowledge of both hard and soft FM services.
• Proficiency in the Microsoft Office Suite of products.
• Solid understanding of health and safety legislation and building compliance.
• Excellent communication, organizational, and problem-solving skills.
• Relevant certifications (e.g., IOSH, NEBOSH, IWFM) are advantageous.

Key Competencies:

• Proactive and solutions-oriented mindset.
• Ability to manage multiple priorities and stakeholders effectively.
• Strong attention to detail and commitment to service excellence.
• Collaborative team player with leadership capabilities.