Backlog & Works Administrator

Backlog & Works Administrator

Location: Birmingham / Remote – 1 day per week in a B37 office
Hours: 40 hours per week
Contract: Fixed Term Contract – 3 months, with a strong possibility of extension

The Role

We are currently recruiting for a Backlog & Works Administrator to join an established Operational Delivery Team on an initial 3-month fixed-term contract, with the possibility of extension.

The role will be responsible for the end-to-end administration and coordination of planned and reactive maintenance activities, with a particular focus on managing and reducing the maintenance backlog.

You will coordinate engineers, contractors and operational teams to ensure works are scheduled, progressed and completed within agreed timescales, while maintaining accurate records and supporting the wider maintenance operation.

Key Responsibilities

• Coordinate PPM, reactive, corrective and billable maintenance works

• Schedule engineers and external contractors to ensure works are completed efficiently

• Monitor outstanding jobs and actively manage the maintenance backlog

• Liaise with contractors, engineers and internal operational teams

• Obtain and review quotations for works

• Raise and manage purchase orders

• Track job progress, costs and completion information

• Support the billing process and ensure costs are accurately recorded

• Maintain accurate records on the CAFM system

• Ensure completion certificates, service reports and compliance documentation are received and correctly recorded

• Work to agreed SLAs and KPIs

• Provide general administrative and coordination support to the Operational Delivery Team

About You

The ideal candidate will have previous experience in administration, scheduling, planning or coordination, ideally gained within:

• Facilities Management

• Property Services

You will be highly organised, proactive and comfortable managing multiple tasks and priorities simultaneously. Strong communication skills are essential, as the role involves regular interaction with contractors, suppliers, engineers and internal stakeholders.

Experience of working to SLAs/KPIs, coordinating contractors or suppliers, and using a CAFM or similar maintenance management system would be highly advantageous.

Key Skills & Experience

• Previous administration, planning, scheduling or coordination experience

• Facilities Management, maintenance or engineering experience desirable

• Strong organisational and time-management skills

• Confident communicating with contractors and suppliers

• Experience managing multiple jobs/work orders

What's on Offer

• 3-month fixed-term contract

• Hybrid working – 1 day per week in a Birmingham B37 office