FM team administrator

About the Organisation

This is an opportunity to join one of the UK's leading specialist firms in commercial property and asset management, supporting a diverse range of clients including fund managers, REITs and property owners.

Role Overview

The FM Team Administrator will play a key administrative role within the Procurement function, supporting both the Procurement and Transitions teams.
This position is central to ensuring smooth operational processes, accurate data management, and effective onboarding/offboarding of properties and suppliers.

The role involves a mixture of administrative coordination, document management, system upkeep and communication with internal stakeholders. Occasional travel to London may be required.

Key Responsibilities

Procurement & Transitions Support

• Maintain and manage shared team inboxes, ensuring queries are handled promptly.
• Support the onboarding and offboarding of properties, portfolios and suppliers within agreed timeframes.
• Administer procurement documentation including Framework Agreements, Contract Orders, Variations and Terminations using digital signature platforms.
• Help onboard incumbent and new suppliers, ensuring compliance requirements are met.

Data & Systems Management

• Maintain the accuracy and integrity of contract databases and internal data management tools.
• Update systems regularly and assist in enhancing data accessibility and usefulness.
• Keep supplier and contract files organised and aligned with company and client requirements.
• Update business-wide systems with new information regarding property transitions, sales and acquisitions.

Compliance & Process Quality

• Ensure all administrative processes meet internal standards, professional regulations and statutory timelines.
• Monitor compliance requirements relating to health, safety and environmental obligations.
• Identify gaps or inaccuracies in information and escalate them appropriately.
• Contribute to improving workflows and administrative processes.

General Administration & Independence

• Work independently when required, prioritising urgent work and adapting to operational needs.
• Provide high-quality administrative support with strong attention to detail.
• Use strong IT proficiency to complete daily tasks efficiently and accurately.

Skills & Behaviours

Technical & People Skills

• Strong administrative capability with experience in a similar role.
• Confident user of Microsoft and Google applications.
• Ability to manage multiple tasks, prioritise workloads, and maintain accuracy.
• Comfortable communicating with internal teams, suppliers and stakeholders at all levels.

Values & Behaviours

• Proactive, organised and accountable.
• Embraces change and new technologies.
• Strong written and verbal communication skills.
• Collaborative and supportive, with strong relationship-building skills.
• Keen to learn, develop and contribute to team success.
• Solution-focused with a willingness to take initiative.

Experience & Working Pattern

• Previous experience in a similar administrative or procurement-support role is preferred.
• Strong IT literacy essential.
• Hours: Monday-Thursday 9:00-17:30, Friday 9:00-17:00