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Facilities Administrator

Country/Region:  GB
Field:  Support & transversal

Birmingham, GB

Type of Contract:  Permanent
Level of experience:  Any
Job number: 

Around the world, SYSTRA’s specialists plan, design, integrate, test, commission, project manage and deliver mass transit and mobility solutions that are relied on by more than 50 million people every day.

For more than 60 years, the Group has been committed to helping cities and regions contribute to their development by creating, improving and modernising their transport infrastructure with sustainability, accessibility and innovation at the heart of our designs. With over 8,250 colleagues globally and around 1000 in the UK & Ireland we are growing significantly and seeking out the very best talent to join the SYSTRA signature team and be part of leading the way in infrastructure design.



SYSTRA are immediately hiring a Facilities Administrator to effectively support the Working Environment (WE) team based in Birmingham in managing the premises and related facilities and services across the SYSTRA offices in the UK & Ireland. The team ensures all offices are safe and well maintained and that services and operations are compliant, efficient and deliver value for money in order to support the business to focus on its day to day objectives.

The successful candidate will be a proactive team player with strong problem solving, planning and organisational skills. Furthermore, it is necessary to have strong client focus coupled with a resilient attitude. 


Main Duties:

  • To provide specific support to the Facilities management team in ensuring the efficient running of the offices on a day to day basis and providing an excellent level of service.
  • Provide administrative support to the team including raising purchase orders, goods receipting and invoice logging
  • Liaising with Facilities Suppliers on works, permits, invoice queries etc
  • Act as a main point of contact for the Facilities Helpdesk.
  • Ordering office supplies, obtaining quotes and replenishing stocks in the office
  • Ordering home working equipment for staff
  • Support with office moves
  • Ensure safety is maintained on all sites, by means of audit, checks and repairs as required and making areas safe for business needs.
  • Act as main point of contact for day to day queries in the Birmingham office and greet and assist all external visitors
  • Monitoring and ordering stationery supplies as well as first aid supplies. Ensure kitchens are fully stocked with consumables and are left in a serviceable manner on a daily basis.
  • Set up and reconfiguration of meeting rooms throughout the day to meet business needs.
  • Sorting post
  • Call handling
  • Any other ad hoc duties as required.
  • Continual focus on cost savings and achieving value for money
  • Evaluating and negotiating costs


Essential Experience:


  • Excellent Customer Service skills
  • Demonstrative administrative experience, ideally with raising purchase orders, goods receipting and invoice logging
  • Strong communication skills
  • Proactive and a strong problem solver
  • Organised and focused
  • A high level of attention to detail
  • Good knowledge of Microsoft office applications
  • A strong client focus coupled with a resilient attitude. 
  • An understanding of Facilities Management would be highly beneficial.





Our three core values: Excellence, Connected Teams and Bold Leadership are kept at the heart of everything we do. We strive for the highest levels of technical excellence, achieving the best results through teamwork, both locally and internationally, and reward innovative thinking through encouraging all colleagues to think as leaders. We offer clear and well supported pathways for career development and qualification attainment, a competitive remuneration package including a bonus and private healthcare, an electric car scheme and a broad suite of flexible benefits to suit your lifestyle.

Because we value who you are as much as what you do, we want you to feel supported at work. We offer hybrid working, balancing the benefits of working from home with time in our modern, well-equipped offices for that crucial in-person contact, team development and collaborative working. We also recognise that life doesn’t always run to the same schedule for everyone, so we have a dedicated flexible working policy to support you in tailoring your work life to reach your full potential, for more details on this, please get in touch.

Diversity & Inclusion

We provide a warm welcome and encourage applications from a diverse range of people who can enrich our company and offer perspectives which will drive better solutions in a truly inclusive environment. Our employee led working groups and clearly defined strategy help us to keep at the leading edge of important issues and keep us accountable. We want our colleagues to feel comfortable to bring their whole selves to work and continually seek new ideas and contributions to ensure we continue to grow and develop in this space.


It’s no surprise that people do their best work when they feel physically and mentally supported. Our SYSTRA Wellness Programme offers a wide range of support; from Wellness champions, to free health checks, healthy eating workshops and regular seminars, alongside access to a wide range of external support. We offer two paid days for charity work and an ever-growing social calendar.

Apply and find out more about how Systra can support you in your career journey. If you require any adjustments to support you in your application or interview process please email:  where your request will be treated confidentially and with respect. We pledge to offer an interview to any candidates with a disability who apply for a role and meet the minimum criteria.

As we are always looking to expand our team, we would still be interested in hearing from you if you fulfil most, but not all, of the relevant criteria for the role – you could still be just what we are looking for.

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