Hard Facilities Administrator (Part time)

About The Role

We are looking for a Hard Facilities Administrator to join our Facilities team based at our Quorum office in Newcastle. This is a part‑time role, working 25 hours per week, with flexibility to spread those hours across either 4 or 5 days.

Responsibilities

• Support the Senior Hard Facilities Manager and Hard Facilities Management Coordinator with maintenance activities and project works across the Balfour Beatty estate.
• Update and monitor FM & Project trackers, ensuring records are kept up to date and documents are accurately filed in the relevant SharePoint file.
• Collate data for reporting to support the Senior Hard Facilities Manager.
• Log, triage and coordinate reactive requests on the in‑house system to the internal FM team.
• Liaise with external contractors for outsourcing of PPMs or reactive maintenance/repairs as necessary.
• Order goods and services on the in‑house system.
• Manage hire and off‑hire of plant and equipment.
• Invoice and receipting of purchase orders.
• Provide an excellent standard of customer service and build relationships within the Permanent office estate and project site locations, working collaboratively with all stakeholders to increase Property compliance levels.
• Perform various administrative tasks effectively, efficiently, and to a high standard, supporting the Senior Hard Facilities Manager and the wider team.

Qualifications

• Excellent organisation, prioritisation, and time‑management skills with meticulous record keeping.
• Strong communication and relationship skills.
• Excellent IT skills, confident using Microsoft Office packages (Outlook, Word, Excel).
• Team player capable of working on own initiative.
• Experience in Facilities Management.
• Compliance/maintenance knowledge desirable; training will be provided.
• Opportunity to develop a career in facilities management.
• Full clean driving licence desirable.
• Preferred 5 days a week on site (25 hrs per week); hours are negotiable.

Benefits

• Smart working – flexible start and finish times with up to 40% remote working where roles allow.
• 25 days paid annual leave (pro‑rata).
• Family‑friendly policies, including 28 weeks full pay for maternity/adoption leave and four weeks full pay for paternity/partner’s leave.
• Pension, share incentive plan, volunteering leave, recognition schemes and more.

Equal Opportunity

As a Disability Confident Employer, we are committed to working with people who have disabilities and long‑term health conditions to remove barriers for them in obtaining employment. We also offer applicants with a disability an interview if they meet the minimum requirements for the role. For more information, visit: https://disabilityconfident.campaign.gov.uk/.

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