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Part-Time Facilities Administrator

Isle of Man
Permanent
Part-Time Facilities Administrator
 
Our client is a leading provider of integrated facilities management, mechanical and electrical maintenance services across the Isle of Man. Providing Delivering exceptional customer service,
operational excellence, and safe, compliant facilities solutions. Due to continued growth, they are looking for a professional and organised Facilities Administrator to join their team 25 to 30 hours a week.
 
Role Profile  You will be responsible for providing an efficient and professional front-of-house service while supporting the day-to-day administration and the Facilities Management Helpdesk.
Acting as the first point of contact for customers, employees, visitors, contractors, and suppliers, the successful candidate will ensure facilities requests are logged, coordinated, and monitored through to completion while maintaining a welcoming and professional reception environment.
 
Key Responsibilities
  • Receive, log, and prioritise facilities maintenance requests via telephone, email, and the CAFM/helpdesk system.
  • Support with the allocation jobs to engineers and subcontractors, ensuring agreed response times and Service Level Agreements (SLAs) are achieved.
  • Support monitoring of open jobs, follow up outstanding works, and provide progress updates to customers.
  • Support maintaining accurate maintenance records, work orders, and compliance documentation.
  • Produce helpdesk reports and performance information as required.
  • Support the scheduling of Planned Preventative Maintenance (PPM) activities and statutory inspections.
  • Raise purchase orders and assist with invoice processing where required.
  • Provide a professional, courteous, and welcoming reception service for visitors, customers, and contractors.
  • Operate the main telephone, directing calls promptly and accurately.
  • Manage visitor hospitality and experience while visiting the office.
  • Receive, sort, and distribute incoming mail and courier deliveries.
  • Coordinate meeting bookings and ensure reception and meeting room remain presentable.
  • Support general office administration duties as required.
  • Deliver outstanding customer service to internal and external customers.
  • Respond professionally to enquiries and resolve issues efficiently.
  • Maintain accurate records and filing systems.
  • Support the wider Facilities Management team with administrative tasks and project coordination.
  • Assist with ordering office supplies and maintaining stock levels.
  • Comply with all company Health & Safety policies and procedures.
  • Report and/or escalate identified hazards, incidents, and maintenance issues promptly.
  • Support compliance with visitor management, fire safety, and emergency procedures.
  • Ensure confidential information is handled securely and in accordance with company policies.
 
Key Skills, Qualifications & Experience
Essential
  • Previous experience in an administration, reception, customer service, or facilities support role.
  • Excellent verbal and written communication skills.
  • Strong organisational and time management skills with the ability to prioritise workload.
  • Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, SharePoint and Teams.
  • Professional telephone manner with excellent customer service skills.
  • High level of accuracy and attention to detail.
  • Ability to work independently and as part of a team.
Desirable
  • Previous experience working within Facilities Management or Property Services.
  • Experience using CAFM or Helpdesk management systems.
  • Knowledge of Planned Preventative Maintenance (PPM) scheduling and Service Level Agreements (SLAs).
  • Understanding of Health & Safety requirements within an office or facilities environment.
 
What's on offer
  • Competitive salary based on experience.
  • Company pension contributions.
  • Health insurance.
  • Paid annual leave and holiday pay.
  • Training and professional development opportunities.
  • Career progression within a growing Facilities Management business.
  • Supportive and professional working environment.
Paige
Your specialist: Paige Milestone
Quote job ref: 16775

Hi, I'm your specialist Paige and I can't wait to hear from you about this job. You can simply submit your CV or call me on 678144 with any questions.

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