Facilities Administrator

We are looking for an organised, proactive and reliable Facilities Administrator to support facilities operations across our retail branches.

Working closely with the Facilities / Project Manager, you will coordinate maintenance, support health and safety compliance, liaise with contractors and suppliers, manage records and invoices, and help ensure our stores remain safe and operational.

This is a varied role suited to someone who can manage multiple priorities, communicate effectively and follow tasks through to completion.

Responsibilities

• Maintenance: Log, prioritise and track maintenance requests, coordinate repairs and contractor visits, and follow up on outstanding issues.
• Compliance and Health & Safety: Maintain inspection records, certificates and compliance schedules, including fire safety checks, RAMS and contractor permits.
• Contractor and Supplier Coordination: Liaise with contractors, suppliers, landlords, shopping centre management and branch teams. Request quotations and monitor ongoing works.
• Waste, Equipment and Security: Coordinate waste collections, equipment orders and deliveries, and maintain store alarm and keyholder records.
• Invoices and Administration: Check invoices, query discrepancies, maintain spreadsheets and records, monitor contract renewals and prepare updates for the Facilities / Project Manager.
• Operational Support: Assist with facilities projects, equipment collections and deliveries, and visit branches or suppliers when required.
• Emergency Support: Assist with emergency maintenance arrangements and agreed out-of-hours requirements.

The role is primarily focused on facilities administration and coordination, with occasional site visits, deliveries and practical operational support. As facilities issues can arise outside normal working hours, the role may also involve an agreed level of out-of-hours emergency support. Any out-of-hours arrangements will be discussed during the recruitment process.

Requirements

Essential

• Strong organisational skills and attention to detail.
• Good communication and problem-solving skills.
• Proficiency in Microsoft Excel, Outlook and standard office applications.
• Ability to manage multiple priorities and meet deadlines.
• A proactive, reliable and practical approach to work.

Desirable

• Experience in facilities administration, property management or maintenance coordination.
• Experience liaising with contractors and managing quotations, invoices and service agreements.
• Familiarity with Health & Safety documentation, fire safety compliance and RAMS.
• Experience supporting multiple sites, preferably in retail.
• Full UK driving licence and willingness to travel between sites.

Personal Attributes
We are looking for someone who is dependable, methodical and takes pride in keeping things organised. The successful candidate will be comfortable chasing outstanding actions, asking questions when something does not look right and taking responsibility for ensuring tasks are completed.

They should be able to work independently on day-to-day responsibilities while recognising when issues need to be escalated to the Facilities / Project Manager.

Benefits

• The opportunity to play an active role in supporting a growing retail business.
• Opportunities to develop practical facilities management and operational skills.
• A varied role with opportunities to take on greater responsibility as experience develops.
• Employee store discount.