Group Facilities Adminsitrator

IRIS | Networx | Recruitment Software & Services

The Group Facilities team are at the hub of the Cox UK and Europe Operation. The Team sits in a matrix organisation at the centre and supports Key Stakeholders across the Group. This allows the team to take an overarching and unique view of the group.

The Teams are subject matter experts and are called upon to offer advice and guidance to Business unit leaders a SLT and ELT levels.

The Group FM run key maintenance repairs and statutory Facilities works across our Estate of over 40 locations and 150+ buildings, in addition to this the Facilities team run capital investment works programmes across the estate.

Working closely with the Group HSE team – the Facilities function ensure the safety of our team members across our estate; this is as you would expect priority one, in addition the FM team focus on the development of a highly effective, best in class FM culture, values, behaviours, systems and processes ensuring full legal compliance and compliance to the International Standard we hold ISO45001, BS 18001.

The FM team is an essential part of the Cox UK and European business and have statutory requirements that we absolutely must adhere to and on occasion exceed, this role (FM Administrator) is key to ensuring that compliance records are kept and maintained for external and internal Audit and to assist the team in our management of daily administrative duties.

Scope Of Role

To provide administrative and general support to the Facilities Team, ensuring all administrative and other allocated tasks are completed in a timely and accurate manner. To take day to day responsibility for the department(s) administration including dealing with maintenance requests, quotations, service delivery, KPIs and administration of statutory certificates. You are required to Liaise with external contractors and service providers as necessary and facilitate requirements to support them, including ensuring documentation is up to date and accurate and records are properly maintained.

You will Collect and analyse information collected through maintenance works and add to the MI database and provide Reporting on key service lines – Dashboard as well as providing Support for internal and external audits. Support minor projects administration, from time to time, and provide reactive maintenance reporting.

Pre audit preparation work prior to any internal or external ISO 14001 or ISO 45001 Audits taking place.

To be responsible for the formatting of all templates for FM Emergency response situations. To be responsible for FM Document Control.

You will support Insurance information and upload to the Allianz web site

Objectives For Role

Liaising with the facilities supply chain and co-ordinating with site management to ensure all facilities works are accurately reported and managed through to completion on behalf of the facilities management team.

Audit and compliance, and updating and following up on Key Compliance documentation, you will be communicating with, Cox Automotive Senior Management, The FM Programme Managers, Group Supply Chain Manager and General Managers.

Working with the FM – CAFAM System (Computer Aided Facilities Management)

Skills, Knowledge And Experience

  • You will have a strong Formal education demonstrating educational qualifications in English, mathematics.
  • Experience in FM electronic management systems would be an advantage
  • Excellent verbal and written communication skills.
  • Computer literate in Word, Excel, and PowerPoint
  • High attention to detail and data input and record keeping.
  • Organised, professional and have the ability to prioritise work tasks


We work with a carefully selected set of recruitment agencies and we’re not looking to add to our PSL.

We do not accept unsolicited agency CV’s sent to the recruitment team or directly to the hiring manager. We will not be responsible for any fees related to unsolicited CV’s.


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