Administrator

Job Title: Administrator

Location: MITIE Defence UK, Technical Services, Building 680, Royal Air Force Mildenhall IP28 8NF

Company: Mitie

Contract Type: Full Time Permanent Contract

Hours: 40 hours per week, Monday to Friday.

Holidays: 25 days a year plus UK bank holidays

Reporting to: Performance and Helpdesk Manager

Position Overview

We are seeking a proactive and detail‑oriented Administrator to join our team at RAF Mildenhall. This role supports the Admin and Helpdesk function, ensuring the efficient delivery of services across the facilities management contract. You will act as a key point of contact for internal and external stakeholders, managing service requests professionally, accurately, and within agreed timescales. In addition to general administrative and helpdesk duties, the role will potentially provide planned maintenance, fire, quality assurance, minor new works, and stores administration support. The ideal candidate will have strong customer service experience, excellent organisational skills, and the ability to manage multiple tasks in a fast‑paced environment. You will work with systems such as Maximo to maintain accurate records and support compliance‑driven workflows.

Key Responsibilities

Helpdesk Operations

• Respond to incoming calls and emails, logging customer requests accurately.
• Raise reactive routines and purchase orders.
• Monitor and close jobs, attaching relevant documentation.
• Ensure timely data input/output.

Administrative Support

• Prepare reports, trackers, and month‑end documentation (journals, invoicing, accruals).
• Maintain asset registers, uniform/equipment inventories, and filing systems.
• Support site managers and SLT during absences.
• Assist with audits and document archiving.

General Administration

• Manage diaries, schedule meetings, take minutes, and arrange events.
• Create and manage documents, spreadsheets, and presentations.
• Compile reports and support the production of key documents.
• Maintain confidentiality and professionalism in all communications.
• Maintain clear communication with clients and internal teams.
• Attend meetings, training sessions, and contribute to team updates.

Planned Maintenance, Fire, Quality Assurance, Minor New Works, and Stores Administration Support

Schedule, coordinate, and monitor planned maintenance activities across fire safety systems, minor new works, and general estate requirements, ensuring works are delivered safely, compliantly, and to agreed standards. Maintain accurate and auditable records relating to fire compliance, inspections, quality assurance checks, certifications, defects, remedial actions, and asset information. Support quality assurance processes by ensuring documentation, trackers, and evidence packs are complete, up to date, and audit ready. Coordinate works with customers, engineers, subcontractors, and internal teams, while also providing stores administration support, including stock monitoring, ordering, issue logs, and record maintenance. Provide administrative support to Office and Contract Managers through scheduling, data entry, reporting, and document preparation.

What We are Looking For

• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong organisational and multitasking skills.
• Excellent written and verbal communication.
• Personable and collaborative, with a customer‑focused approach.
• Ability to work independently and as part of a team.
• Must be capable of achieving security clearance.
• Experience in Facilities Management or Building Services (desirable).
• Familiarity with Maximo (desirable).

Benefits

• Competitive salary and benefits package.
• 25 days of holiday per year plus UK bank holidays.
• Opportunity to work in a dynamic and diverse environment.
• Career development and training opportunities.
• Access to Mitie's employee benefits via the Celebration Hub.

Additional Information

MOD security clearance and DBS Standard required. To meet national security vetting requirements, you will normally need to have been resident in the UK for at least 5 years for Security Clearance. Proof of right to work in UK essential.

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