Backlog & Works Administrator

Backlog & Works Administrator

Contract: Government
Location: London, E14 9SH / Remote
Hours of work: 40
Contract Type: Fixed Term Contract - 5 Months

Our client, a leading provider of facilities services in the UK, is seeking a Backlog & Works Administrator to join the Operational Delivery Team on a government contract.

Job Overview

In this role, you will be responsible for the end-to-end administration, coordination and management of planned and reactive maintenance activities, supporting the reduction and ongoing management of maintenance backlogs. You will work closely with operational teams, contractors and key stakeholders to ensure that all work activities are managed efficiently and in line with contractual requirements.

The successful candidate will support the administration, scheduling, tracking and completion of Planned Preventive Maintenance (PPM), Reactive, Corrective and Billable Works. You will also play an important role in maintaining accurate records within the CAFM system and assisting with financial administration and billing processes.

Key Responsibilities

• Manage and coordinate maintenance backlogs across PPM, Reactive, Corrective and Billable Works.
• Schedule and allocate tasks to engineers and contractors to ensure SLA and contractual compliance.
• Monitor outstanding works and proactively drive progress to reduce backlog volumes.
• Liaise with contractors to obtain quotations, arrange attendance and manage associated purchase orders.
• Maintain accurate and auditable records and documentation within the CAFM system.
• Support financial administration including quotation processing, cost tracking, billing and invoice preparation.
• Ensure completion certificates, service reports and compliance documentation are obtained and correctly recorded.
• Act as a key point of contact for operational teams, contractors and customers, providing updates and resolving queries.

Person Specification

• Previous experience in an administrative, scheduling, planning or coordination role.
• Experience within Facilities Management, Property Services, Maintenance, Engineering, Construction or a similar operational environment.
• Experience managing reactive and planned work activities.
• Strong organisational skills with the ability to prioritise a high volume of tasks.
• Excellent communication and stakeholder management skills.
• Experience working with contractors and suppliers.
• High attention to detail and accuracy.
• Strong problem-solving skills with the ability to work independently and manage competing priorities.