Job Description

FM Administrator
Job Title: FM Administrator
Department: Facilities Management (FM)
Reports To: FM Manager / FM Executive
Job Summary:
The FM Administrator provides crucial administrative and coordination support to the Facilities Management department. This role is the central hub for FM communications, data management, and workflow coordination, ensuring the smooth and efficient operation of all facility-related activities.
Key Responsibilities:

• Helpdesk Coordination: Serve as the first point of contact for internal FM requests via phone, email, or a CAFM system. Log, prioritize, assign, and track all maintenance and service requests to completion.
• Documentation & Reporting: Maintain accurate and up-to-date records, including maintenance logs, compliance certificates, vendor contracts, and asset registers. Prepare regular reports on FM activities, KPIs, and spend.
• Procurement Support: Raise purchase orders (POs) for FM goods and services, process invoices for payment, and reconcile against POs and budgets.
• Communication Liaison: Act as a communication link between the FM team, vendors, and internal stakeholders. Distribute memos, announcements, and service bulletins.
• Meeting & Scheduling Support: Organize meetings, book rooms, and prepare agendas and minutes for FM team meetings.
• Inventory Management: Assist in managing the inventory of critical FM supplies and spare parts.

Qualifications and Experience:

• High school diploma or equivalent; a diploma or degree in Business Administration is a plus.
• Proven experience in an administrative role, preferably within a facilities, property, or maintenance environment.
• Highly proficient in MS Office Suite (Word, Excel, Outlook, PowerPoint). Experience with CAFM or CMMS software is highly desirable.
• Excellent organizational, time-management, and communication skills.
• Strong attention to detail and the ability to manage multiple tasks simultaneously.

Skills Required