Repairs Administrator

To provide advanced administrative support to the Mechanical (Water) Team within a PFI healthcare environment. The role is responsible for ensuring accurate data management, effective coordination of tasks, and supporting compliance with water safety and operational processes. The postholder will play a key role in maintaining system integrity, supporting service delivery, and enabling efficient communication between internal teams and subcontractors.

Key Responsibilities

• Provide dedicated administrative support to the Mechanical (Water) Team
• Accurately input, update, and manage data within CAFM systems (training provided)
• Log, track, and monitor reactive and planned maintenance tasks
• Support the management and administration of water risk assessments
• Coordinate and distribute works to engineers and subcontractors
• Liaise with internal teams, engineers, and external subcontractors to ensure timely task progression
• Take and distribute minutes from meetings, ensuring actions are clearly recorded and followed up
• Support the planning and organisation of meetings as required
• Maintain accurate records and documentation in line with contractual and compliance requirements
• Provide general administrative support to the wider FM team as required
• Assist with ad hoc duties and provide cover for colleagues during periods of absence

Skills & Experience

• Previous experience in an administrative role, ideally within Facilities Management or a similar environment
• Strong organisational skills with the ability to manage multiple tasks and priorities
• Excellent attention to detail and data accuracy
• Proficient in Microsoft Office, particularly Excel and Outlook
• Experience using CAFM systems (desirable, training provided)
• Strong communication skills, both written and verbal
• Ability to work independently and as part of a team
• Confident in liaising with stakeholders at all levels

Personal Attributes

• Proactive and self-motivated
• Professional and confident in approach
• Able to work under pressure in a fast-paced environment
• Strong problem-solving mindset
• Flexible and adaptable to changing priorities

Additional Information

• This role operates within a live healthcare environment and requires a high level of professionalism and compliance
• The postholder may be required to support additional areas of the business as needed