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FM Administrator - SW Glasgow
Facilities Management (FM) Administrator
Dowds is a long-established, multidisciplinary Engineering and Construction Building Services company headquartered in Ballymena, Northern Ireland. Founded in 1978, our expertise spans the full lifecycle of complex-built environments—from initial design and systems integration through to installation, commissioning, and handover—across key sectors such as life science, commercial, education, and healthcare.
Operating at a gold standard for best managed company and investors in people, our vision is to set the standard for excellence, driving progress, responsibility, and lasting impact while keeping our clients and people at the heart of everything we do.
Award-Winning Organisation With Exceptional Benefits
Dowds Group is seeking an organised and proactive Facilities Management (FM) Administrator to support the effective delivery of our FM contracts across the Scotland Central Belt. This role will play a critical part in ensuring strong administrative, financial, and operational support to Project Managers and the wider FM team. The successful candidate must be detail-driven, commercially aware, and comfortable operating in a fast-paced, contract-based environment.
This role is site-based with availability for 1 day per week working from home.
Key Responsibilities
Your role will include:
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- Daily administrative support across FM contracts, ensuring operational efficiency
- Assistance with job logging, work order management, and contract records
- Arranging works attendances and coordinating resources
- Liaising with internal and external engineers for real-time job updates -Maintaining internal and client CAFM systems, including job assignments, project notes, attendance tracking, progress timelines, and status updates
- Ensuring certifications are checked and uploaded to client CAFM systems
- Overseeing compliance documentation, certifications, and audits, ensuring accuracy and completeness
- Processing supplier and sub-contractor purchase orders alongside delivery documentation
- Reviewing supplier invoices, timesheets, and supporting documentation for accuracy
- Generating basic reports, dashboards, and KPIs for senior reviews
- Serving as an administrative point of contact for clients, suppliers, and internal teams
- Managing filing systems, trackers, and shared drives to maintain data accuracy and accessibility
Essential Requirements
To excel in this role, you will need:
- Previous experience in an administrative role, ideally within Facilities Management, construction, engineering, or a service-based environment
- Strong organisational skills with exceptional attention to detail
- Proficient knowledge of Microsoft Office, particularly Excel (intermediate/advanced) and Outlook
- Experience handling financial data, including invoices, cost tracking, and budgeting
- Proficency in managing documentation and certification processes
- Ability to prioritise tasks and deliver under tight deadlines in a high-pressure environment
- Excellent written and verbal communication skills to engage with diverse stakeholders
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Desirable Qualifications
Any relevant experience in the following will be an advantage:
- Prior work in a Facilities Management company or contract-led business environment
- Familiarity with work order systems or CAFM platforms
- Basic understanding of commercial or contract administration works
- Experience supporting multiple operational teams across stakeholders
Why Join Dowds?
Our equal opportunities policy enables everyone, regardless of background, to thrive in a diverse and inclusive workplace. As a proud partner in responsible engineering, we offer:
- 41 Days of paid holiday
- Comprehensive private medical cover
- Performance-based bonus opportunities
- Wellbeing initiatives and support programmes
- An excellent pension scheme
Plus many more benefits! See our career page for full details.
Dowds is an Equal Opportunities Employer.
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