Facility Administrator

**Job Title**

Facility Administrator
**Job Description Summary**

The Facilities Administrator provides critical administrative and coordination support to the Facilities Management team to ensure seamless day-to-day operation of building services and compliance activities. This role acts as a key interface between service providers, internal stakeholders, and site users, with a strong focus on scheduling, documentation, reporting, data accuracy, and service delivery tracking. The position supports service excellence by ensuring timely updates to systems, responding to maintenance requests, and maintaining clear and accurate records for regulatory and client obligations.

The Facilities Administrator plays an essential role in maintaining the administrative and operational integrity of the site’s facilities function. This includes supporting compliance reporting, processing work orders, coordinating vendor site access, updating maintenance systems, and assisting with data entry and dashboard reporting. This role contributes to a positive workplace environment by ensuring service requests are tracked and followed through efficiently, vendor documentation is accurate and up to date, and facilities operations meet contractual and safety standards.

**Key Accountabilities**
- **Facilities Administration**
- Maintain facility records, service contracts, permits, and maintenance documentation.
- Support Facilities Manager with day-to-day admin functions and calendar management.
- Update CAFM/CMMS or other work order systems with job status, cost codes, and completion notes.
- ** Compliance & Reporting** - Assist in the preparation of compliance reports and audit documentation.
- Track contractor inductions, insurance, SWMS, and permit approvals.
- Maintain essential services documentation in line with audit and statutory requirements.
**Work Order & Vendor Coordination** - Log, monitor and close work orders through the appropriate system.
- Liaise with vendors for routine and ad hoc works.
- Schedule site visits and provide site access support.
**Client & Stakeholder Support** - Manage incoming facilities queries and escalate as required.
- Communicate clearly with internal teams to resolve service issues.
- Support client meetings and reporting cycles through provision of data and documentation.
**Finance & Procurement** - Assist with vendor PO creation, invoice tracking, and budget documentation.
- Record monthly maintenance costs and track against budget forecasts.
**Health, Safety & Environment** - Coordinate induction content and ensure documentation is filed correctly.
- Support incident reporting and ensure documentation is logged in required platforms.

**Why join Cushman & Wakefield?**

As one of the leading global real estate services firms transforming the way people work, shop and live working at Cushman & Wakefield means you will benefit from;
- Being part of a growing global company;
- Career development and a promote from within culture;
- An organisation committed to Diversity and Inclusion

We achieve this by providing a flexible and agile work environment by focusing on technology and autonomy to help our people achieve their career ambitions. We focus on career progression and foster a promotion from within culture, leveraging global opportunities to ensure we retain our top talent. We encourage continuous learning and development opportunities to develop personal, professional and technical capabilities, and we reward with a comprehensive employee benefits program.

We have a vision of the future, where people simply belong.

That's why we support and celebrate inclusive causes, not just on days of recognition throughout the year, but every day. We embrace diversity across race, colour, religion, sex, national origin, sexual orientation, gender identity or persons with disabilities or protected veteran status.

We ensure DEI is part of our DNA as a global community - it means we go way beyond than just talking about it - we live it. If you want to live it too, join us

INCO: “Cushman & Wakefield”