Technical Administrator

Location: Cheltenham, Gloucestershire |
Salary: £25,000 |
Posted: 20 Sep 2021 |
Closes: 11 Oct 2021 |
Job Type: Permanent & Full-time |
Business Unit: UK Facilities Management |
Region / Division: UK & Ireland |
Reference: 10430

Role Responsibility:




40hrs, Full Time, Permanent

£25,000 per annum

Excellent Company benefits including Contributory Pension


As a leading Facilities Management company, G4S FM improves the lives of millions of people across the UK and Ireland by creating productive, safe and smooth working environments. We support the efficient delivery of front line services in critical environments for the private sector, national and local government agencies.


At G4S FM our expertise in sectors such as defence, courts and hospitals is second to none. Our success is underpinned by the way we attract, develop and engage with our people, as well as the culture and values that shape the way we work and how our colleagues carry out their roles.


Our values are integral to everything we do. We act with integrity and respect. We are passionate about safety, security and service excellence and we achieve this through innovation and teamwork. We are a sustainable, ethical business and this is key to the ongoing success of G4S FM.


We have an opportunity for a Technical Administrator to join our team based in Cheltenham. This is a full time role working 40 hours per week, 08:00 - 17:00 Monday to Friday.


As Technical Administrator you will be working within the site based team delivering Computer Aided Facilities Management (CAFM) planned maintenance along with reactive maintenance activities. This role will coordinate the work streams within the CAFM system using both strong I.T and interpersonal skills along with complying with all health and safety requirements and site rules.


Key Responsibilities will include:



  • Coordinate suppliers for delivery of Planned Preventative Maintenance (PPM) and Repair Work (RW) works in line with Computer Aided Facilities Management (CAFM) system. This will include the following:

* Creation of assets, job plans, routes and PM schedules

* Maintain Maximo user database, adding new users, privileges etc

* Support implementation of the CAFM Store Control module

* Support implementation of the CAFM Mobile solution

* Support asset data collection and condition survey

  • Allocate reactive, planned maintenance and repairs work orders to engineers.

  • To ensure all engineers have a full schedule of work each day and are being fully utilised to ensure maximum productivity.

  • To ensure that all jobs are attended and completed within the required response time.

  • Ensure all follow-up jobs not marked by the engineers as being completed after attendance are reallocated as required.

  • Accurately record all actions taken by the engineers in the CAFM system to ensure a full audit trail.

  • Logging jobs on to the CAFM system along with data entry into excel spreadsheets.

  • Ensure that supplier PPM delivery is effectively planned for each year minimising peaks in supplier attendance to ensure that resources are available to support.

  • Provide support to the wider operational team to ensure access to required areas within the estate can be gained.

  • Ensure that CAFM tasks are appropriately scheduled for all PPM deliveries across the operational team.

  • Provide the appropriate communications to our client (in line with their policy) advising of any works that could have an impact upon them

  • Providing regular updates and reports on performance of the wider operational team.

  • Processing of supplier paperwork ensuring that the appropriate logbooks are kept up to date for areas of responsibilities.

  • Prepare and submit Security Management Plans (SMP’s) in support of the department requirements

  • Booking visitors onto site.

  • Arranging meetings and booking meeting rooms.

  • Administering the holiday planner for the department

  • Taking inbound calls in support of planned and reactive work activity as required.

  • Assist with queries, complaints and general enquiries and other duties as necessary from time to time including holiday cover



  • Develop and maintain day to day contact with client representatives.

  • Live G4S values.

  • Act as a G4S ambassador in all interactions with client and contractor representatives.

  • Adhere to corporate security policies.

  • Identify training and development to satisfy corporate objectives and define succession plans.

The Ideal Candidate:



Essential Criteria:


  • IT literate.

  • General administration experience.

  • Great customer service skills.

  • Excellent communication skills.

  • Ability to work under pressure.

  • Take ownership and action in an ever changing environment.

  • Maintain a positive can do attitude, readily accepting change initiatives.


Working knowledge of Maximo is desirable, but training will be given to the successful candidate.


Additional Company Benefits available:


  • Company pension scheme with employer contributions

  • G4S Life Assurance Scheme

  • Free eye-tests/discounts for VDU users

  • Subsidised healthcare plan

  • Charity work- Match-IT and Payroll Giving

  • Employee Assistance Programme Scheme (Confidential Counselling Services, 24/7 support specialising in health and medical topics )

  • Discounts on high street shops and brands including several leading high street brands, retailers and travel suppliers

  • Progression, training and development opportunities.


Please be aware that due to the nature of the business vetting is an intrusive and prolonged process.

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