Role Purpose

The Facilities Administrator is responsible for the smooth, safe, and efficient running of the property portfolio, with a primary focus on managing day‑to‑day reactive repairs and maintenance. The role ensures high standards of service delivery, effective contractor management, and value for money across all works. In line with Flaxfields’ commitment to operational resilience, the Facilities Administrator will also support the Compliance Manager, Estate Manager, and Accounts Team during periods of absence or as business needs dictate, ensuring continuity of service.

Key Responsibilities Repairs & Maintenance Oversee all reactive repairs and maintenance, ensuring timely, high‑quality completion Conduct follow‑up checks to confirm works meet required standards and agreed costs Maintain strong knowledge of typical repair and material costs to challenge quotations effectively Snagging & Quality Assurance Coordinate snagging inspections with the Estate Team Record, track, and follow up on remedial actions until resolution Contractor & Procurement Management Obtain and compare contractor quotations, ensuring cost‑effectiveness and clarity of scope Liaise with contractors to schedule works, manage access, and monitor performance Ensure all works are delivered safely, professionally, and in line with Flaxfields’ standards Communication & Stakeholder Engagement Work closely with the Estate Manager to ensure residents, clients, and building users receive clear, timely updates on works and timescales Maintain professional communication with contractors, suppliers, and internal teams Systems & Administration Regularly update, maintain, track, and progress Portal Tickets to ensure accurate records and timely resolution Maintain documentation relating to repairs, quotations, contractor performance, and completed works Operational Resilience & Cross‑Team Support Provide support to the Compliance Manager, Estate Manager, and Accounts Team during periods of absence or when required by the business Assist with routine compliance tasks, statutory checks, and administrative duties to ensure seamless service continuity

Skills & Experience Essential Experience in facilities management, building maintenance, or a related operational role Strong understanding of building fabric, common repair solutions, and minor works Confident in managing contractors and evaluating quotations Good commercial awareness and understanding of typical repair and material costs Strong organisational skills with the ability to prioritise effectively Excellent communication and stakeholder management skills Flexible and adaptable, with the ability to support wider team functions when required Desirable Experience within residential block management or estate environments Knowledge of compliance requirements and statutory maintenance Performance Indicators Timeliness and quality of reactive repairs Accuracy and cost‑effectiveness of quotations and completed works Contractor performance and compliance Quality of communication with residents and stakeholders Accuracy and timeliness of Portal Ticket updates Ability to maintain service continuity during colleague absence

Pay: £24,800.00-£30,000.00 per year

Benefits:

• Free parking
• On-site parking

Work Location: In person