Facilities Administrator
Reference Number: CCT095
Closing Date: 24 th July 2026
Location: Multi Site
Hours: 37 Hours
Rate of Pay: £24655.40 per annum
CV Life is seeking a Facilities Administrator to support the Head of Facilities Management in the effective delivery of facilities management services across all CV Life sites within Coventry.
The role involves proactively supporting the management of a diverse portfolio of premises, ensuring all facilities consistently meet the organisation’s high standards and operational requirements.
The Facilities Administrator provides essential administrative, compliance and financial support to ensure the smooth, safe and efficient operation of workplace facilities across all CV Life sites. The postholder plays a key role in maintaining accurate records, supporting maintenance activities, tracking compliance documentation and assisting the Head of Facilities Management with tasks across Leisure and Cultural venues.
Responsibilities include coordinating with external partners; the reactive and planned preventative maintenance activities across the portfolio, ensuring works are completed on schedule, overseeing urgent repairs within approved timescales and maintaining cost control in line with agreed budgets.
Working hours are 8am – 4pm however flexibility will be considered.
Apply today and Join Our Team!
CV Life is committed to safeguarding and promoting the welfare of children and vulnerable adults and expects all staff and volunteers to share this commitment.
Reporting to: Head of Facilities Management
Responsible for: N/A
Coventry Sports Foundation and Culture Coventry are independent organisations who work collaboratively through CV Life, so that this Job Description as a CV Life document extends to cover the employment contracts held with either Culture Coventry Trust or Coventry Sports Foundation.
Provide essential administrative, compliance and financial support to ensure the smooth, safe and efficient operation of workplace facilities across all CV Life sites. Maintain accurate records, supporting maintenance activities, tracking compliance documentation and assisting the Head of Facilities Management with tasks across Leisure and Cultural venues.
This position falls within a shared-services working arrangement agreed between the respective Boards of Directors / Trustees of CV Life; Culture Coventry Trust; Coventry Sports Foundation; and the associated group Companies / Trusts, which allows for the sharing of posts and associated services where appropriate and of benefit to the work of the organisations and their respective objectives.
Administrative Support
- Maintain accurate, well organised facilities records, documentation and databases to support operational efficiency.
- Track service contracts, including scheduling service visits, monitoring contractor attendance and recording contract renewal dates.
- Manage the Facilities email inbox, triaging requests and raising reactive jobs with the correct contractors.
- Log, monitor and update maintenance requests using Computer Aided Facilities Management (CAFM) systems, ensuring issues are tracked from initiation to completion.
- Update asset registers and service schedules, ensuring information is up to date and easily accessible.
Documentation & Compliance
- Maintain health and safety documentation, ensuring records and compliance databases remain accurate and up to date.
- Keep comprehensive records of servicing, inspections, certifications and compliance reports.
- Ensure all compliance records are up‑to‑date, well‑indexed, accessible and stored in line with CV Life Quality Management standards.
- Support audit preparation and compliance reporting, including gathering evidence and producing documentation required by internal and external audits.
Financial Administration
- Raise purchase orders and track progress through to completion of works.
- Process supplier invoices, verifying against purchase orders and reconciling expenditure against departmental budgets.
- Maintain facilities budget trackers, ensuring alignment with Management Accounts and financial controls.
- Monitor recurring costs, including utilities and service contracts, highlighting anomalies or cost‑saving opportunities.
- Support the preparation of financial summaries, cost reports and forecasting information for management review.
Reporting & Data Management
- Produce monthly facilities and utilities reports, collating data from multiple sources to support operational decision making.
- Monitor service performance, contractor response times, and completion rates to support contract management and continuous improvement.
- Maintain KPI dashboards and performance trackers for facilities maintenance contracts.
- Keep CAFM systems, shared drives and databases up to date, ensuring accuracy, consistency and compliance with internal standards.
This job description is neither exhaustive nor exclusive and may be reviewed and updated depending upon operational requirements and staffing levels.
- To embrace and lead by example on the Company’s key values of PRIDE, PASSION and PURPOSE or those that might at any time be subsequently re-defined.
- To support the Company’s commitment to providing a safe environment for children, young people and vulnerable adults, ensuring awareness of the Company’s Safeguarding Policy, Procedures and Practice Guidance, and to be vigilant, reporting any safeguarding concerns without delay.
- To undertake all duties and fully comply with all of the Company’s general standards and those relating to the specific requirements of the role.
- To take care of their own health and safety and that of others who may be affected by their actions at work, and to co-operate with health and safety matters to help everyone meet their legal requirements.
- To co-operate with managers and colleagues to ensure environmental responsibilities are complied with.
- To carry out tasks at a range of sites that are either operated or managed by the Companies / Trusts or where services are delivered by the Companies / Trusts
- To be involved in any aspects or opportunities for sharing of good practice, expertise and responsibilities within the Companies / Trusts. To generally help promote the work and public image of the Companies / Trusts, always maintaining high standards of customer service and personal appearance.
- To attend and fully engage with all internal training and development requirements and opportunities, and maintain such qualifications as required by the demands of the role.
- To interact positively with customers adopting a friendly and professional approach at all times.
- To comply with the General Data Protection Regulations when dealing with, maintaining, sharing and storing information.
- To undertake other duties as specified, which are appropriate to the qualifications, experience and general level of the post.
Essential Personal Attributes
- Excellent communicator to various levels of internal and external representation.
- High levels of self-motivation and organisation.
- A flexible approach to work.
- A strong collaborator to ensure effective team working.
- Ability to work independently, pro-actively, self-motivate and prioritise workload effectively.
Essential Knowledge and Experience
- Understanding of compliance documentation
- Strong administrative and organisational skills.
- Excellent attention to detail.
- Good written communication.
- Data entry and record-keeping accuracy.
- Time management and prioritisation.
- Experience of Health and Safety, Facilities Management and Environmental Sustainability.
- Experience in processing invoices and tracking departmental budgets.
- Previous administrative experience.
- Knowledge or interest in environmental sustainability relating to facility management.
Essential Special Skills
- Excellent written and verbal presentation skills.
- Experience in reporting, monitoring KPIs and generating management reports
- Strong IT and digital skills.
- Results orientated – to ensure resources are managed within deadlines and budgets
- Data management skills, with the ability to analyse, track, interrogate and report data trends.
- Ability to deliver to deadlines and prioritise competing demands.
Special Cicumstances
- Ability to travel between sites.
- A flexible approach to work and support outside of normal working hours where necessary.
If you have any enquires, please contact our Human Resources Team by emailing recruitment@cvlife.co.uk
- Great development opportunities
- FREE health and fitness membership* **
- FREE health and fitness membership for a family member or friend* **
- FREE uniform for applicable roles
- FREE training for applicable roles
- DISCOUNTS on various Centre activities*
- FREE entry to venues*
- Access to the full range of CV Life Employee Benefits & Discounts
(*not applicable to casual workers)
(**The two benefits combined can be worth £1000!)
We encourage and welcome applications from all ethnic groups and people with disabilities. Our aim is to build a diverse workplace and to become a truly inclusive employer with a workforce and visitor audience as diverse as the communities we serve. We seek to create an inclusive and welcoming environment for all those who work at CVLife.
If you think this is the role and organisation for you then we would love to hear from you.
Please complete our short application form (average 30 mins to complete) by clicking the Apply Online Button below. We shortlist for our vacancies on an ongoing basis, and we may close a vacancy earlier than the advertised date. Please submit your application as soon as possible to avoid disappointment.
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