Engineering Administrator

Engineering Administrator

Central London

The Role:

A leading global real estate operator are looking for an engineering administrator to join there team at one of their flagship buildings. The Engineering Administrator provides the administrative backbone of the property engineering function, enabling the in-house engineering team and our specialist contractors to deliver a safe, compliant and best in-class engineering service to Brookfield and our occupiers. Working closely with the property operations team, the role takes ownership of the engineering CAFM system, work order and asset management, team scheduling and resourcing, procurement administration and engineering reporting.

Key Responsibilities:

CAFM, Work Order & Asset Management

Act as the system administrator and primary point of contact for the engineering CAFM system, maintaining accurate asset, planned maintenance and work order data (training will be provided).

Use the CAFM system to coordinate planned preventative maintenance, reactive work orders and contracted service visits, ensuring work orders are completed on time and reporting on any noncompletion.

Take ownership of engineering logbooks and statutory records, ensuring accurate filing and a complete, audit-ready record at all times.

Contractor & Resource Coordination

Act as the focal point for the engineering team and specialist contractors, coordinating site attendance for planned maintenance and reactive callouts.

Coordinate the engineering shift rota and team scheduling, highlighting any resourcing gaps or deficiencies to engineering management.

Receive, check and process contractor service reports, escalating any defects or outstanding actions.

Procurement, Finance & Budget Administration

Raise and process quotes, purchase orders and delivery notes, and manage supplier set-up and queries through the procurement platform.

Develop and maintain engineering cost-tracking and accounting methods to support effective budget management, producing monthly financial reports from the procurement platform and other management systems.

Administer team timesheets, holiday requests and related records.

Compliance, Health & Safety

Take the lead on engineering department health and safety administration, including PPE and uniform ordering and stock control.

Support preparation for technical engineering, health and safety and statutory compliance audits, ensuring supporting evidence is accurate and readily available.

Reporting, Training & Meetings

Assist in the production of monthly engineering reports, drawing data from the CAFM system and other management systems.

Coordinate team training, including booking training courses and maintaining the team training matrix.

Attend management, contractor and other relevant meetings in the interest of the effective and efficient management of the property.

Skills, Knowledge & Experience

At least two years' administrative experience in a similar corporate, facilities or property environment.

Proficient in the use of CAFM systems to coordinate planned maintenance, contracted service visits and work orders.

Strong proficiency in Microsoft Office, particularly Excel, Word and PowerPoint.

Experience of processing quotes, purchase orders and work orders, and managing supplier set-up and queries.

Highly organised, with excellent record-keeping and the ability to prioritise competing tasks to meet deadlines.

Analytical mindset, able to interpret data to drive continuous improvement and service efficiency.

Excellent written and verbal communication skills, able to liaise confidently with engineers, contractors and management.