FM Administrator – SW Glasgow

Job Description

We are seeking

Dowds Group is seeking an organised and proactive Facilities Management (FM) Administrator to support the effective delivery of our FM contracts across Scotland central Belt. This role plays a key part in ensuring strong administrative, financial, and operational support to Project Managers and the wider FM team.

The successful candidate will be detail driven, commercially aware, and comfortable working in a fast paced, contract based environment.

This role is site based with availability of 1 day per week working from Home.

What you’ll be responsible for

• Assist with job logging, work order management, and contract records
• Assist with arranging works attendances
• Liaise with internal and external engineers for job updates
• Maintain internal and client CAFM system with job assignments, log notes, attendance, and completion times/dates, and job status changes
• Checking and uploading of certification to the client CAFM system
• Manage documentation related to compliance, certifications, and audits
• Process Supplier and Sub contractor Purchase orders and delivery documentation
• Collate and check supplier invoices, timesheets, and back up documentation
• Produce basic reports, dashboards, and KPI information for review
• Act as an administrative point of contact for clients, suppliers, and internal stakeholders
• Maintain filing systems, trackers, and shared drives to ensure data accuracy and accessibility

What we are looking for

• Previous experience in an administrative role, ideally within FM, construction, engineering, or a service based environment
• Strong organisational skills with excellent attention to detail
• Good working knowledge of Microsoft Office, particularly Excel and Outlook
• Confidence handling financial data such as invoices, costs, and trackers
• Confidence handling documentation and certification
• Ability to prioritise tasks and work effectively in a deadline driven environment
• Strong communication skills, both written and verbal
• Experience working within a Facilities Management or contract led business
• Familiarity with work order systems or CAFM platforms
• Basic understanding of commercial or contract administration
• Experience supporting multiple stakeholders across operational teams

Why Join Dowds

• 41 Days Holiday
• Private Medical
• Bonus
• Pension
• Plus, many more

Dowds is an Equal Opportunities Employer