Facilities Management Administrator Part Time

As an Administrator in Regional Facilities Management, you will provide essential operational and clerical support to ensure the seamless delivery of maintenance services across the region’s stores and RDCs. You will act as a key point of contact within the FM department, managing the administrative lifecycle of maintenance service requests through our dedicated software – from processing initial fault reports to coordinating the dispatch of specialist contractors.
You will support the region’s cost compliance by performing diligent invoice verification, tracking cost categories, and monitoring KPIs to help the management team maintain budget compliance. By providing technical system support and maintaining asset inventories, you ensure that every object from barcodes to building services is accurately tracked and that regional stakeholders can deliver organised, cost-effective, and punctual facility services.
In return, we’ll give you a competitive salary based on equal opportunity and pay structures, provide you with a contributory pension scheme, as well as a generous benefits package designed to support your well-being and life outside Lidl.
We’re proud to be a diverse, secure and fast-growing business, so we’ll make sure you have quality training and real opportunities to build your career.

What you’ll do

•    Processing faults, repairs, maintenance and other FM services for all properties under management within the FM management system
•    Supporting properties under Lidl management and providing telephone assistance in the use of the FM management system
•    Following and referring stakeholders to troubleshooting handbook (Technical Manual)
•    Prioritising fault reports and grouping orders for stores, RDCs and other properties
•    Examining responsibilities (tenant, landlord, contractor) and warranty claims
•    Commissioning FM contractors via the FM management system per faults raised by respective stores, RDCs and other properties
•    Organising the administration of mobile tradesmen
•    Monitoring the execution of report sheets
•    Assisting in obtaining cost estimates from contractors
•    Tracking PPMs to ensure they are implemented as per the service schedule
•    Assisting in the handling of insurance claims
•    System-supported conclusion of orders and cost recording
•    Awareness of FM KPIs
•    Invoice verification at lower level threshold
•    Sense-checking the stated cost centres and cost categories assigned to invoices
•    Working with relevant reports specific to role
•    Knowledge of anomalies and continuous cost control
•    Assisting in training Sales, Logistics and FM colleagues in the fault management system
•    Using system-supported inventory management, setting up new objects in the system, evaluating control inventories and clarifying inventory differences
•    Creating and forwarding new barcodes and updating the booklet for inventory objects with no barcode

What you’ll be responsible for
•    Being proactive to ensure information and knowledge exchange within the team and with stakeholders
•    Having an awareness of legally compliant implementation of operator obligations in connection with the operation of buildings
•    Having an awareness of and following relevant national Standards and Guidelines
•    Ensuring high-quality and timely attainment of objectives, providing high-quality service to stakeholders
•    Organisation and planning of own area of responsibility within FM
•    Adhering to and if necessary participating in the optimisation of existing processes
•    Conducting administrative tasks e.g. filing, organisation of work diaries, proof reading, verification of documentation, transcribing and minute taking
•    In addition to the duties listed, the holder of the position is obliged to execute individual tasks on the instruction of their line manager resulting from operational necessity.