Facilities Management Administrator

**Administrator - Plumbing & FM Divisions**

**Location**: Northwood, London (Office-based)
**Salary**: Competitive, dependent on experience

**Job Type**: Full-time, Permanent

**Company Overview**

The Well Group Limited is a trusted provider in the statutory maintenance and facilities management sectors, operating through multiple specialist divisions including **Well Plumbing & Heating** and **Well Planned FM**. We deliver high-quality services to schools, local authorities, and commercial clients across London and the surrounding boroughs. With a focus on compliance, efficiency, and customer care, we are expanding our internal support team to strengthen delivery across these divisions.

**Role Overview**

We are seeking a proactive and organised **Administrators** to support the operational delivery of **Well Plumbing & Heating** and **Well Planned FM**. The role will involve managing schedules, coordinating engineers, handling client communication, maintaining compliance records, and supporting **sales activities** for our plumbing division. This is a fast-paced position that requires excellent organisation, attention to detail, and strong communication skills.

**Key Responsibilities**

**1. Scheduling & Engineer Coordination**
- Plan and schedule plumbing and FM engineers for planned, reactive, and remedial works.
- Communicate daily schedules, site access requirements, and job instructions to engineers.
- Track job progress and update the Job Logic CAFM system in real time.

**2. Administrative & Compliance Support**
- Maintain accurate job files including service sheets, certificates, and compliance documentation.
- Assist in preparing health & safety documentation, RAMS, and compliance packs for client contracts.
- Support monthly KPI reporting and remedial tracking for council and school contracts.

**3. Client Liaison & Communication**
- Provide updates to clients regarding job progress, remedial works, and PPM schedules.
- Assist in generating and issuing quotations, invoices, and reports.

**4. Sales Support - Well Plumbing & Heating Admin**
- Handle and manage online customer enquiries via Checkatrade, TrustATrader, and other platforms.
- Conduct follow-up sales calls to convert enquiries into confirmed jobs.
- Upsell additional services and maintenance packages where appropriate.
- Support the Director with the preparation of sales proposals and quotations.
- Record, track, and report sales leads to ensure opportunities are maximised.

**5. System & Process Management**
- Upload and manage documents on SharePoint and Job Logic, ensuring accuracy and compliance.
- Cross-check engineer reports against schedules and valuations to ensure data is logged correctly.
- Raise remedial job orders and follow through to completion.

**Required Skills and Experience**
- Previous administration experience (ideally in facilities management, plumbing, or compliance sectors).
- Experience handling **sales enquiries** (Checkatrade, TrustATrader, or similar platforms desirable).
- Strong organisational and time management skills with the ability to manage multiple tasks.
- Confident using Microsoft Office Suite (Excel, Word, Outlook).
- Experience with CAFM systems (Job Logic preferred) or CRM platforms.
- High attention to detail and ability to manage data, reports, and compliance records.
- Excellent written and verbal communication skills.

**Desirable**
- Knowledge of plumbing or FM service delivery processes.
- Experience with SharePoint for document management.
- Familiarity with statutory compliance frameworks related to facilities and property maintenance.

**What We Offer**
- Opportunity to work with a growing, forward-thinking company.
- Supportive team environment with opportunities to develop.
- Competitive salary with room for progression.
- Exposure to a wide range of contracts and sectors (schools, local authorities, commercial sites).

Pay: £25,000.00-£30,000.00 per year

**Benefits**:

- Company events
- Company pension
- Free parking
- On-site parking

Ability to commute/relocate:

- Northwood HA6 1BL: reliably commute or plan to relocate before starting work (required)

**Language**:

- English (required)

Work Location: In person