Office Administrator

2 weeks ago

Portsmouth PO QN, United Kingdom Develotec Full time £150,000 - £170,000 per year

Administration Job Description – Facilities Management

Job Title: Administration Officer / Administrator

Department: Facilities Management

Reports To: Operations Manager / Facilities Manager

Job Summary

The Administration Officer supports the daily operations of the Facilities Management team by providing administrative, coordination, and documentation support. This role ensures smooth communication between internal teams, clients, and service providers, and helps maintain accurate records, compliance documentation, and operational efficiency across all FM activities.

Key Responsibilities / Administrative Support

  • Manage daily office operations, including answering calls, routing emails, and handling general inquiries.
  • Prepare reports, meeting minutes, presentations, and correspondence for the FM team.
  • Maintain organized filing systems for contracts, service reports, permits, and compliance documents (physical and digital).
  • Support procurement activities, including issuing purchase orders, tracking delivery, and maintaining supplier records.
  • Schedule meetings, coordinate calendars, and arrange appointments for FM management.

Facilities Operations Support

  • Assist in logging, tracking, and closing work orders and service requests.
  • Coordinate with technicians, contractors, and vendors for site access, service visits, and follow-up tasks.
  • Update and maintain asset registers, maintenance schedules, and FM databases
  • Monitor inventory of tools, materials, and office supplies; initiate replenishment when needed.

Compliance & Documentation

  • Ensure all documentation—permits, licenses, safety records, maintenance logs—is up to date and properly filed.
  • Assist in preparing compliance reports, audits, and client documentation.
  • Maintain accurate records for health & safety, risk assessments, and quality control activities.

Customer & Stakeholder Coordination

  • Act as a point of contact for client queries and escalate issues to the Facilities Manager when necessary.
  • Support client onboarding processes, site orientations, and communication updates.
  • Provide timely responses to internal and external stakeholders regarding service status, schedules, and documentation.

Financial & Reporting Support

  • Assist with budget tracking, invoice processing, and expense reporting.
  • Reconcile invoices with service delivery records and highlight discrepancies.
  • Generate regular operational reports (KPIs, maintenance status, vendor performance, etc.).

Qualifications & Skills Education & Experience

  • 1–3 years of administrative experience, ideally within a facilities management, construction, or technical services environment.

Key Skills

  • Strong organisational and multitasking abilities.
  • Excellent written and verbal communication skills.
  • Proficient in MS Office Suite (Word, Excel, PowerPoint).
  • Strong attention to detail and accuracy.
  • Ability to work independently and support a technical operations team.

Working Conditions

  • Office-based with occasional site visits as needed.
  • Fast-paced environment with frequent coordination across teams and external contractors.

Job Type: Full-time

Pay: £150.00-£170.00 per day

Work Location: In person

  • Office Administrator

    7 days ago

    Portsmouth, United Kingdom Office Angels Full time

    **Administrator - Temp to Perm!** **Are you an experienced Administrator looking for an exciting new role to utilise your fantastic organisation skills?** **Are you immediately available to start in the position and would love the opportunity to progress into a permanent role?** **Then look no further!** We are seeking an Administrator to join our client's...

  • Office Administrator

    2 days ago

    Portsmouth, United Kingdom Office Angels Full time

    **Office Administrator - Temp to perm - Immediate start!** **We have a fantastic new opportunity for an experienced Administrator to join a leading software company based locally in Waterlooville.** **This is a temporary to permanent opportunity and the client is looking for someone to start in the position this week!** **Key duties will include**: -...

  • Administrator

    2 weeks ago

    Portsmouth, United Kingdom Office Angels Full time

    **We have an excellent new opportunity for an experienced PA to join a local Marine company based locally in Portchester, to join a leading team and provide fantastic administrative support.** **Interviews are taking place this week! To arrange an interview please call Alice on** **Key responsibilities will include**: - **Diary management to the Sales...

  • Administrator

    2 days ago

    Portsmouth, United Kingdom Office Angels Full time

    **Office Angels are proud to be supporting a local glass supplier in Portsmouth, in their search for a driven and reliable Administrator to join their friendly team in a temporary role starting ASAP!** **The main responsibility of the role will include order processing on Sage, answering a high volume of customer calls, providing excellent customer service,...

  • Administrator

    12 hours ago

    Portsmouth, United Kingdom Office Angels Full time

    **Logistics Administrator - Temp to Perm - £24,000** **We are seeking a driven and professional Administrator who has experience working within logistics, to join a leading marine company based locally in Portchester. The main responsibility of this role will be to coordinate all logistics import andexport with freight forwarders, whilst ensuring all...

  • Office Administrator

    2 weeks ago

    Portsmouth PO RU, United Kingdom 3ea33580-d446-441d-899d-43e59621fa6e Full time £19,260 - £31,800 per year

    POSITIONOffice AdministratorABOUT SOUTHERN COUNTIES CAR DELIVERIESBased in Portsmouth and backed by over 30 years of specialistexperience, Southern Counties Car Deliveries provides fast, professional, nationwide vehicle movement for dealerships, fleet managers, and remarketing professionals.Our team of skilled trade-plate drivers operates across the UK,...

  • Team Administrator

    2 weeks ago

    Portsmouth, United Kingdom Office Angels Full time

    **Position**: Team Administrator working for Industry Leading Services business **Location**: Portsmouth, PO15 - parking available **Hours**: Full Time - 8am - 5pm with 1 hour for lunch **Salary**: £19,000 - £20,000 **Company**: Fantastic opportunity with an award winning building services company with an excellent reputation and 70 years history of...

  • Administrator - Central Portsmouth

    1 week ago

    Portsmouth, United Kingdom Office Angels Full time

    We are supporting a leading and friendly company based in central Portsmouth, in their search for a temporary Administrator to join them on the 27th February to provide excellent administrative support. If you have outstanding communication skills, are proactive and a confident user of Microsoft office packages, we would love to hear from you! **Fantastic...

  • Grants Administrator

    1 week ago

    Portsmouth, United Kingdom Office Angels Full time

    **Position**: Administrator working for an exciting and inspirational charity **Perks**:Free gym membership, 30 days leave plus bank holidays, free parking, 7% pension, death in service, private medical care, cycle to work scheme, enhanced maternity pay **Salary**: £21,000 - £23,000 **Location**: Portsmouth **Hours**: 09.00am-05.00pm (1 hour...

  • Graduate Administrator

    7 days ago

    Portsmouth, United Kingdom Office Angels Full time

    **Graduate Administrator - I mmediate start - Havant - Free parking!** **We have an excellent new opportunity to join one of the UK's most respected private hospital groups, as an Administrator in a full time temporary ongoing role.** **The client is looking for temporary staff to start immediately, you will be joining a busy team who pride themselves on...