Mitie Cleaning & Hygiene Services
Hard service administrator
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Job Title: Hard Services Administrator
Hourly Rate of Pay: £15.41
Contract Type: Permanent
Type of Employment: Full Time
Total Weekly Contractual Hours: 40
Location: HMRC, Stratford Regional Centre, 14 Westfield Avenue, Stratford, London, Greater London, England E20 1HZ
The Hard Services Administrator will support the engineering and facilities team by coordinating reactive maintenance, scheduling subcontractors, managing PPM workflows, raising purchase orders, and maintaining accurate records within Maximo (CAFM). The role requires strong organisation, communication, and compliance awareness within a busy commercial building environment.
Key Responsibilities
- Reactive management: Logging, triaging, and allocating reactive tasks to engineers and subcontractors, ensuring timely attendance and completion.
- Subcontractor booking: Coordinating attendance, access requirements, permits, RAMS, and site escorts for all subcontractors.
- PPM coordination: Supporting planned maintenance scheduling, ensuring tasks are raised, assigned, and closed down correctly in Maximo.
- Purchase orders: Raising and tracking POs for reactive works, materials, subcontractor visits, and billable works.
- Maximo / CAFM management: Updating work orders, uploading documentation, closing jobs, and ensuring data accuracy for audits and compliance.
- Compliance documentation: Maintaining statutory records (water hygiene, fire safety, HVAC, electrical), ensuring all certificates and reports are stored correctly.
- Communication & coordination: Liaising with engineers, clients, building management, and subcontractors to ensure smooth operational delivery.
- Access & security: Managing access requests, visitor bookings, and tool‑control requirements for secure government buildings.
- Reporting: Producing weekly/monthly reports on reactive performance, PPM completion, subcontractor attendance, and outstanding actions.
- General administration: Email management, document control, meeting minutes, and supporting the Hard FM Manager with daily operational tasks.
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Required Skills & Experience
- CAFM experience: Strong working knowledge of Maximo or similar CAFM systems.
- Facilities coordination: Experience supporting engineering or FM teams.
- Subcontractor management: Ability to coordinate multiple suppliers and manage access/permits.
- PO & finance processes: Understanding of procurement workflows and cost tracking.
- Communication: Clear, professional communication with clients, engineers, and management.
- Organisation: Ability to prioritise tasks in a fast‑paced environment.
- Compliance awareness: Understanding of statutory maintenance requirements (water hygiene, fire, HVAC).
Desirable
- Experience working in secure government buildings.
- Knowledge of SFG20 maintenance standards.
- Understanding of hard FM disciplines (mechanical, electrical, water hygiene).
Benefits
Our market-leading flexible benefits scheme provides you with benefits that suit your lifestyle.
- We have a virtual GP on hand for you and members of your household. So you can get expert advice by video or phone without having to leave your home.
- We offer financial wellbeing assistance through our Salary Finance scheme. For example, you could access 50% of your earned pay before payday for a small fee. Salary Finance also offers competitive loans.
- When you join us, we’ll give you a link to our flexible benefits platform, Choices. This gives you the chance to customise your benefits to best suit your lifestyle. You can choose from dental insurance, dining cards, coffee clubs, buying technology products at an affordable cost and much more!
- We give you access to high street discounts from thousands of well-known retailers, gyms and more through our MiDeals platform. And we have a cycle-to-work scheme.
- Life cover is the greater of your equivalent annual salary or a minimum of £10,000 - giving peace of mind for your dependants. We also offer a save-as-you-earn scheme, and a Mitie Matching Share Plan (you could even be awarded free shares in Mitie).
- We award our employees with Mitie Stars as recognition for their hard work. There are cash prizes up for grabs each month and at the end of the year there’s a chance to scoop a top prize of £10,000!
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Our success is a direct result of the experience and quality of our people. Progressing your career is therefore a top priority for us. We offer a diverse variety of training and development avenues via a wide selection of learning resources to suit you.
We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long-term condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments, changes or do anything differently during the recruitment process, please let us know by emailing at.
Since 1987, Mitie’s 84,000 employees have been maintaining companies globally. We are the UK’s leading facilities management and professional services company, and our clients range from household names in banking, critical government sites as well as hospitals and schools.
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