Facilities Administrator
| Posting date: | 19 September 2025 |
|---|---|
| Hours: | Full time |
| Closing date: | 19 October 2025 |
| Location: | 58 Kingsway, Bishop Auckland, DL147JF |
| Remote working: | On-site only |
| Company: | The Auckland Project |
| Job type: | Permanent |
| Job reference: |
Summary
The role purpose
The Auckland Project is a continuously changing and evolving workplace, you would be working within a fast paced environment where priorities are changing and no two days are the same! We work as one team, supporting each other, moving in the same direction towards a shared vision and purpose. This will be a generalist role giving you vast experience and exposure to the many different roles associated with a running an attraction. Given the sensitivity of the information you will be handling, you will need to remain professional and confidential at all times.
Key Responsibilities
The post-holder is responsible for the following key deliverables and accountabilities:
• Assisting with the management of compliance systems and paperwork – maintain compliance testing and maintenance databases and filing systems. Liaising with key colleagues, commission routine cyclical inspections
• Monitoring key estate processes issue log, compliance tracker, machine and vehicle maintenance
• Setting up new suppliers and procuring goods and services ensuring value for money and undertaking necessary due diligence
• Managing various departmental emails and managing diaries
• Assisting out of hours call out support on a rota basis
• Raising purchase orders
• Supporting the facilities administration team, including apprentices and volunteers
• Update and digitalise departmental forms for facilities
• Assistance coordinating contractors, tenants and internal departments with regular planned and any unplanned maintenance
• Liaising with tenants ensuring they receive excellent customer service – including regular communications, co-ordinating maintenance and compliance testing
• Generate and create regular reports against agreed KPI’s
• Maintain an electronic and paper filing system
• Organising and scheduling meetings
• Developing and maintain service help desk for the estate
• Assist colleagues whenever necessary
• General clerical tasks
Person Specification
Essential:
• Minimum of 5 GCSEs at grade C or above (or equivalent) including Maths and English
• NVQ Level 3 Business Admin
• Minimum 3 years admin experience
• Experience of working as part of a team
• Experience of maintaining compliance systems and maintenance databases
• Excellent communication skills
• Good organisation skills
• Ability to follow procedures / instruction accurately
• Excellent customer relations skills
• Excellent attention to detail
• IT skills – Microsoft packages, especially Excel and Outlook, experience of using property management systems
• The ability to build and maintain strong relationships internally and externally
• Be professional and hard working with an enthusiastic approach to learning
• Maintain confidentiality and demonstrate professional integrity at all times
• Be a positive team player
• Highly motivated and flexible
Desirable:
• NVQ Level 4 Business Admin
• Previous experience in a property administration role within a varied estate with visitor attractions
• Interest in the Arts and Heritage sector
• Contractor management experience, raising purchase orders, due diligence checks
• Understanding of property-based compliance standards
• Reporting against KPI’s
• Asbestos Management – updating asbestos register
• Basic construction knowledge
• Volunteer and apprentice management.
• Experience of working with tenants
• Ability to read and understand floorplans and specifications
The Auckland Project is a continuously changing and evolving workplace, you would be working within a fast paced environment where priorities are changing and no two days are the same! We work as one team, supporting each other, moving in the same direction towards a shared vision and purpose. This will be a generalist role giving you vast experience and exposure to the many different roles associated with a running an attraction. Given the sensitivity of the information you will be handling, you will need to remain professional and confidential at all times.
Key Responsibilities
The post-holder is responsible for the following key deliverables and accountabilities:
• Assisting with the management of compliance systems and paperwork – maintain compliance testing and maintenance databases and filing systems. Liaising with key colleagues, commission routine cyclical inspections
• Monitoring key estate processes issue log, compliance tracker, machine and vehicle maintenance
• Setting up new suppliers and procuring goods and services ensuring value for money and undertaking necessary due diligence
• Managing various departmental emails and managing diaries
• Assisting out of hours call out support on a rota basis
• Raising purchase orders
• Supporting the facilities administration team, including apprentices and volunteers
• Update and digitalise departmental forms for facilities
• Assistance coordinating contractors, tenants and internal departments with regular planned and any unplanned maintenance
• Liaising with tenants ensuring they receive excellent customer service – including regular communications, co-ordinating maintenance and compliance testing
• Generate and create regular reports against agreed KPI’s
• Maintain an electronic and paper filing system
• Organising and scheduling meetings
• Developing and maintain service help desk for the estate
• Assist colleagues whenever necessary
• General clerical tasks
Person Specification
Essential:
• Minimum of 5 GCSEs at grade C or above (or equivalent) including Maths and English
• NVQ Level 3 Business Admin
• Minimum 3 years admin experience
• Experience of working as part of a team
• Experience of maintaining compliance systems and maintenance databases
• Excellent communication skills
• Good organisation skills
• Ability to follow procedures / instruction accurately
• Excellent customer relations skills
• Excellent attention to detail
• IT skills – Microsoft packages, especially Excel and Outlook, experience of using property management systems
• The ability to build and maintain strong relationships internally and externally
• Be professional and hard working with an enthusiastic approach to learning
• Maintain confidentiality and demonstrate professional integrity at all times
• Be a positive team player
• Highly motivated and flexible
Desirable:
• NVQ Level 4 Business Admin
• Previous experience in a property administration role within a varied estate with visitor attractions
• Interest in the Arts and Heritage sector
• Contractor management experience, raising purchase orders, due diligence checks
• Understanding of property-based compliance standards
• Reporting against KPI’s
• Asbestos Management – updating asbestos register
• Basic construction knowledge
• Volunteer and apprentice management.
• Experience of working with tenants
• Ability to read and understand floorplans and specifications