Facilities Administrator – Cardiff

Position Introduction

Job Title: Facilities Administrator Location: Cardiff

Pharmaron is a global clinical research organisation (CRO), helping pharmaceutical and biotech companies bring new therapies to life. With over 21,000 employees worldwide across 23 locations in the US, UK, and China, we deliver fully integrated, high-quality services supporting drug discovery through to manufacturing. Last year, we supported:

• Over 780 discovery projects
• 1,000+ CMC programmes
• 1,000+ clinical trials across all phases

Our teams work on everything from small molecules to biologics and gene therapies, collaborating with more than 3,000 global customers.

Visit www.pharmaron.com to learn more.

About The Role

We’re looking for a proactive, highly organised, detail-oriented Facilities Administrator to join our Facilities team in Cardiff.

This role is critical in ensuring the efficient operation of our site by:

• Coordinating maintenance activities
• Managing contractor documentation
• Maintaining facilities systems
• Ensuring compliance with site procedures and regulatory requirements

Working closely with Facilities Management and engineering teams, the role will act as the central point of coordination for:

• Planned maintenance activities
• Contractor management
• Documentation and reporting

Key responsibilities:

• Maintain and update the Computerised Maintenance Management System (CMMS), including Maximo and associated maintenance records.
• Schedule and coordinate preventative maintenance activities across the site.
• Organise maintenance contracts, service visits, renewals, and contractor attendance.
• Manage contractor documentation including permits, risk assessments, method statements, certificates, and service reports.
• Coordinate emergency contractor call-outs and support facilities response activities where required.
• Maintain engineering and facilities compliance documentation and document control systems.
• Generate maintenance, compliance, KPI, and audit-readiness reports.
• Support audit preparation activities and ensure accurate record-keeping.
• Coordinate Facilities meetings and maintain meeting minutes and action trackers.
• Support purchasing activities, including obtaining quotations, raising purchase requests, and monitoring deliveries.
• Maintain records of critical spares, consumables, and inventory items.
• Assist with training coordination and maintenance of departmental training matrices.
• Identify opportunities to improve processes, efficiency, and ways of working across the Facilities function.