Job Title: UK Facilities Planner and Administrator

Role Overview:

Reporting to the UK Head of Facilities, the Facilities Planner & Administrator is responsible for supporting the effective planning, coordination, and administration of facilities and fleet operations across the organisation. Working as part of a busy facilities team, the role ensures the smooth delivery of planned and reactive maintenance, statutory compliance, and contractor performance through strong organisational skills, attention to detail, and the ability to work collaboratively with internal teams and external partners. This position also plays a key role in maintaining structured maintenance programmes, scheduling and tracking work orders, managing CAFM records, and ensuring all compliance documentation is accurate and audit ready. The role also supports the management of soft services, contributing to a safe, well maintained, and high quality working environment aligned with company values and KPIs.

Planning and Facilities Management Responsibilities:

• Support the day to day delivery of facility services and operations.
• Establish, oversee and ensure that any planned preventative maintenance programmes (PPM) are carried out effectively.
• Arrange works with suppliers and contractors, organising planned and reactive support as required.
• Responsible for the statutory compliance of required regulations and ensuring all records are kept up to date and ready for inspection by our clients or any other interested stakeholders.
• Allocate and track work orders for internal teams and contractors.
• Maintain accurate records in CAFM and associated systems.
• Scheduling and coordinating planned maintenance and reactive/corrective/new works requests.
• Track and report on SLAs, KPIs, and contractor performance.
• Support delivery of relevant soft services relating to the aesthetics of the environment reporting faults/issues as appropriate (Cleaning / Maintenance / Redecorations etc)
• Support the successful delivery and management of all facilities related contracts.
• Deputise for the UK Facilities Manager as required.

Fleet & Driver Management Responsibilities:

• Support maintaining an up-to-date register of fleet vehicles, including servicing, MOTs, tax, insurance, and lease agreements.
• Monitor vehicle inspections and ensure timely scheduling of maintenance and repairs.
• Support onboarding and vetting of drivers, including license checks and driver training records.
• Support the management of accident/incident reporting and liaise with insurers or relevant parties.
• Coordinate vehicle replacements, disposals, and renewals in line with company policies.

People Responsibilities:

• Support day-to-day supervision of staff and contractors in delivery of the facilities maintenance programmes.
• Plan, organise and support providing training for staff and contractors to ensure they provide the highest standard of service possible.
• Develop effective relationships with clients and stakeholders ensuring their satisfaction with service delivery.
• Communicate well and demonstrate a pleasant, polite, efficient, caring and friendly service to staff, clients, contractors and other key stakeholders in all areas of service.
• Support regular monthly meetings with key contractors to maintain a healthy working environment and discuss satisfaction and communication.
• Provide administrative support to other functions within SRSUK as maybe required.

Experience:

• Solid experience in Facilities Management within a professional environment.
• Experience of contractor management (property maintenance, facilities management) in a multi-site commercial property environment.
• The ability to communicate effectively and professionally with colleagues, contractors and key stakeholders.
• Must be Customer Focused, with a strong drive to deliver 5 star Facilities Services.
• A minimum of 3-5 years FM experience.
• Soft and Hard service facilities contractor management.

Essential:

• A professional qualification in property and/or facilities management (IWFM Level 3+) or relevant experience
• Good level of general education educated to ‘A’ Level as a minimum or equivalent with demonstrable written and numerical skills.
• Proficient in the use of Microsoft office packages including Word, Excel and Outlook.
• An understanding of UK Health & Safety laws and statutory regulations relating to buildings management including all applicable Railway Standards.
• General knowledge/understanding of Health and Safety risks including manual handling, worksite safety, trip and fall hazards.
• Continually strives to improve knowledge, skills and abilities to produce the best results.

Desirable:

• A qualification in Health & Safety (NEBOSH, IOSH).

Closing date for applications is: Friday 20th March 2026

All vacancies and online application at: Stadler Careers Page

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