FM Administrator - SW Glasgow in Beith, Scotland at J.F. & H. DOWDS LTD t/a DOWDS

Dowds is a long established, multidisciplinary engineering and construction Building Services Engineering company headquartered in Ballymena, Northern Ireland. Founded in 1978, our expertise spans the full lifecycle of complex-built environments from initial design and systems integration through to installation, commissioning, and handover. Across specific sectors: life science, commercial, education and healthcare.

Operating at a gold standard for best managed company and investors in people, our vision is to set the standard for excellence, driving progress, responsibility, and lasting impact. While keeping our clients and our people at the heart of what we do. 

We are seeking

Dowds Group is seeking an organised and proactive Facilities Management (FM) Administrator to support the effective delivery of our FM contracts across Scotland central Belt. This role plays a key part in ensuring strong administrative, financial, and operational support to Project Managers and the wider FM team.

The successful candidate will be detail‑driven, commercially aware, and comfortable working in a fast‑paced, contract‑based environment.

This role is site based with availability of 1 day per week working from Home.

What you'll be responsible for

• Provide day‑to‑day administrative support across FM contracts

• Assist with job logging, work order management, and contract records

• Assist with arranging works attendances

• Liaise with internal and external engineers for job updates

• Maintain internal and client CAFM system with job assignments, log notes, attendance, and completion times/dates, and job status changes

• Checking and uploading of certification to the client CAFM system

• Manage documentation related to compliance, certifications, and audits

• Process Supplier and Sub-contractor Purchase orders and delivery documentation

• Collate and check supplier invoices, timesheets, and back‑up documentation

• Produce basic reports, dashboards, and KPI information for review

• Act as an administrative point of contact for clients, suppliers, and internal stakeholders

• Maintain filing systems, trackers, and shared drives to ensure data accuracy and accessibility

What we are looking for

Essential

• Previous experience in an administrative role, ideally within FM, construction, engineering, or a service‑based environment

• Strong organisational skills with excellent attention to detail

• Good working knowledge of Microsoft Office, particularly Excel and Outlook

• Confidence handling financial data such as invoices, costs, and trackers

• Confidence handling documentation and certification

• Ability to prioritise tasks and work effectively in a deadline‑driven environment

• Strong communication skills, both written and verbal

Desirable

• Experience working within a Facilities Management or contract‑led business
• Familiarity with work order systems or CAFM platforms

• Basic understanding of commercial or contract administration

• Experience supporting multiple stakeholders across operational teams

Why Join Dowds

• 41 Days Holiday

• Private Medical

• Bonus

• Wellbeing Initiatives

• Pension

• Plus, many more

Dowds is an Equal Opportunities Employer