Job Description

Role Purpose

Mezzino Limited is a leading provider of Purpose-Built Student Accommodation (PBSA), managing approximately 20,000 beds across more than 70 properties throughout the UK and Ireland. As part of our growing Facilities Management team, we are seeking a highly organised and proactive Facilities Management Administrator to provide essential administrative support across compliance, asset management, contractor management, mobilisation and day-to-day FM operations.

The Facilities Management Administrator will play a key role in ensuring that statutory compliance information is accurately maintained, contractor documentation is up to date, inspections are scheduled on time, and client requests are managed efficiently. The role will provide vital support to the Facilities Management (FM) team, helping to maintain safe, compliant and well-managed properties across the portfolio.

Key Responsibilities

1. Facilities Management Administration & Support

• Act as the first point of contact for non-technical FM enquiries from clients, site teams, and internal stakeholders.
• Triage and coordinate client requests, ensuring actions are assigned and resolved within agreed timescales.
• Support the FM team with general administration and reporting requirements.
• Maintain accurate records, correspondence and filing systems for all FM-related activities.
• Assist with the production of compliance reports, management information and performance dashboards.

1. Compliance & Facilities Management System Administration

• Administer and maintain the Facilities Management System (FMS) to ensure all compliance and asset information remains accurate and current.
• Upload statutory certification, inspection reports, quotations and contractor documentation to the FMS.
• Monitor compliance statuses and identify gaps, overdue actions or missing documentation.
• Produce regular compliance reports highlighting outstanding issues and remedial actions.
• Track corrective actions through to completion and maintain clear audit trails.
• Support annual compliance reviews and audit preparation activities.

1. Contractor & Supplier Coordination

• Liaise with contractors, consultants and suppliers to obtain quotations, reports, certification and completion documentation.
• Monitor outstanding contractor submissions and proactively follow up where required.
• Assist Regional Facilities Managers in coordinating contractor attendance and access arrangements.
• Maintain approved contractor records and ensure documentation remains valid and up to date.

1. Planned Maintenance & Statutory Compliance Scheduling

• Coordinate the scheduling of statutory inspections, servicing programmes and planned preventative maintenance (PPM) activities across the portfolio.
• Work closely with site teams and service providers to ensure inspections are completed within statutory and contractual timeframes.
• Monitor completion of planned maintenance activities and escalate concerns where deadlines are at risk.
• Ensure all inspection and servicing records are correctly captured and stored within the FMS system.

1. Mobilisation & Property Onboarding Support

• Support the mobilisation of new properties entering management.
• Assist with the collection, organisation and uploading of operational, asset and compliance data into the FMS system.
• Ensure key property information, statutory documentation and contractor details are accurately recorded during onboarding.
• Work with mobilisation teams to ensure compliance records are complete before operational handover.
• Similarly, support the demobilisation and handing over of properties leaving the portfolio

1. HMO Licensing Administration

• Manage the administrative aspects of HMO licence applications and renewals.
• Coordinate documentation requests and submissions with local authorities, consultants and site teams.
• Track application progress and maintain records of licence conditions and renewal dates.
• Support the FM team in ensuring compliance with HMO licensing requirements across the portfolio.

1. Purchase Orders & Invoice Administration

• Assist with the processing and monitoring of purchase order requests.
• Investigate and resolve supplier and contractor invoice queries.
• Liaise with suppliers, contractors and internal finance teams to ensure accurate and timely processing of invoices.
• Maintain records of approved quotations, purchase orders and supporting documentation.

The primary function of the role is to support Regional FMs and Head of FM, allowing the technical FM team to focus on compliance management, contractor performance and asset strategy rather than administrative tasks.

Candidate Profile & Requirements

Experience & Qualifications

• Previous experience in an administrative role within Facilities Management, Property Management, Building Services or a similar environment.
• Experience working with CAFM/FMS systems and electronic document management systems.
• Experience coordinating contractors, compliance documentation or maintenance activities would be advantageous.
• Understanding of statutory compliance requirements within residential or commercial property environments is desirable.
• Proficient in Microsoft Office applications, particularly Excel, Word and Outlook.

Skills & Attributes

• Highly organised with excellent attention to detail.
• Strong administrative and data management skills.
• Ability to prioritise workloads and manage multiple deadlines simultaneously.
• Strong communication and stakeholder management skills.
• Proactive approach to problem solving and follow-up actions.
• Comfortable working collaboratively across operational, compliance and property management teams.
• Ability to maintain accurate records and audit trails in a fast-paced environment.