Administrator

Backlog & Works Administrator – Remote Working – Facilities Management – 6 Month Contract – From £17 per hour (Umbrella Pay)

Industry: Facilities Management
Contract Type: 6 Month Contract (Initial term until end of December 2026)

Summary
We are seeking a diligent and organised Backlog & Works Administrator to join the Operational Delivery Team on a government facilities management contract. This role involves the end-to-end administration, coordination, and management of planned and reactive maintenance activities, supporting the reduction and ongoing management of maintenance backlogs. The successful candidate will be responsible for scheduling, contractor engagement, financial administration, and task management to ensure maintenance works—including Planned Preventive Maintenance (PPM), Reactive, Corrective, and Billable Works—are accurately administered, tracked, and completed in line with contractual requirements and service level agreements (SLAs). Acting as a central point of contact for operational teams, contractors, and stakeholders, the role ensures all works are fully auditable within the Computer Aided Facilities Management (CAFM) system, with proper documentation maintained and revenue opportunities identified and billed appropriately. The position offers flexibility for remote working or office-based work depending on location.

Key Responsibilities
Manage and plan maintenance backlogs across PPM, Reactive, Corrective, and Billable Works.
Schedule and coordinate maintenance activities to meet contractual timescales.
Allocate works to in-house engineers and external contractors.
Liaise with contractors for quotations, availability, and completion updates.
Maintain accurate records and update task statuses within the CAFM system.
Manage financial administration including quotation processing and billing for client invoicing.
Ensure all documentation such as completion certificates and service reports are collected and filed.
Act as a key contact for operational teams, helpdesk, contractors, and customers, managing queries related to maintenance activities.

Skills
Proven experience in administrative, scheduling, planning, or coordination roles.
Experience within Facilities Management, Property Services, Maintenance, Engineering, Construction, or similar operational environments.
Knowledge of managing reactive and planned maintenance work.
Experience with CAFM systems (desirable).
Understanding of Planned Preventive Maintenance (PPM) processes (desirable).
Familiarity with purchase order and invoicing processes.
Experience managing billable works and client charging mechanisms.