Facilities Administrator

Who are Diligenta?

Our vision is to be acknowledged as Best in-class Platform based Life and Pensions Administration Service provider. Customer service is at the heart of everything we do, and our aim is to transform our clients' operations. A business that has been described as 'home' by existing employees, we drive a culture that is founded on positive change and development.

Summary of the role:

We are looking for a proactive and detail-oriented Facilities Administrator to provide essential support to the Head of Facilities and the wider team. In this dynamic and fast-paced environment, you'll be instrumental in ensuring the smooth operation of Real Estate and Facilities services across our business. Your strong organisational skills, can-do attitude, and ability to multitask will play a key role in maintaining a high standard of service, compliance, and operational efficiency. This is an excellent opportunity for someone looking to develop their career within a supportive, people-focused organisation.

Benefits:

• 31 days including Bank Holidays.
• Eligibility for an annual discretionary bonus scheme.
• Personal and career development opportunities to progress your aspirations within the company as well as through our global parent company (Tata Consultancy Services).
• Access to Perks at Work (an online discounted shopping platform) saving you money on a wide range of goods and services, including your weekly food shop, holidays and electrical goods.
• Cycle to Work Scheme & Interest free Season Ticket loans.
• A companywide Wellbeing programme, including an Employee Assistance Programme and other benefits/resources to support your mental/physical and financial wellbeing.
• A comprehensive set of Moments that Matter policies, such as Carer's Leave, Foster Leave and Retirement Leave.
• A contributory company pension scheme where we match your contributions up to 6%, Group Life Assurance ('Death in Service") & Group Income Protection.
• Apply to find out about our other benefits.

What you'll be doing:

• Manage the Facilities Helpdesk, ensuring efficient issue tracking and monthly reporting.
• Monitor site access control, support physical security audits, and escalate issues as needed.
• Coordinate with Health & Safety teams to maintain accurate records and support biweekly meetings.
• Track and reconcile Real Estate & Facilities, resolving supplier disputes promptly.
• Oversee desk space planning and desk moves at the Peterborough site.
• Collate monthly MI on occupancy levels in all offices.
• Handle parking permit and locker management, ensuring records are accurate and up to date.
• Administer building change control requests and manage the approval process.
• Organise internal events, including the annual Remembrance ceremony.
• Draft clear internal communications and assist with year-end holiday carry forward.
• Support general administrative tasks including travel booking, diary coordination, agendas, and minutes.
• Identify opportunities for process improvement and cost savings through innovation.
• Ad-hoc duties as required. The above list is not exhaustive.

What we're looking for:

• Intermediate or above proficiency in Microsoft Office (especially Outlook, Excel, and Word).
• Strong written and verbal communication skills.
• Excellent organisational skills and attention to detail.
• Self-motivated, proactive, and able to work independently.
• Experience managing diaries and booking travel.
• Preparing meeting agendas and meeting minutes.
• Minimum 3 years of experience in a Facilities or Estates environment, ideally within the professional or financial services sector.
• A good level of education, including GCSEs in Maths and English (or equivalent).

If you need any help or adjustments for any stage within the recruitment process due to health, disability, or any other reason, please let us know.

Ready to take the next step in your career? Apply today and become part of our innovative team!