Administration Coordinator

Administration Coordinator

Bellrock is the trusted challenger in UK property services. Driven by insights, powered by technology, and delivered by talented people, we are redefining how real estate is managed.

Since 2003, our people-first and technology-led approach has helped organisations across the UK transform their estates into high-performance, sustainable environments. Through our integrated service modelspanning Technologies, Consulting, Critical Engineering & Jordon, and Intelligent Asset Carewe deliver compliance, quality, and operational excellence while reducing cost and carbon impact.

Our award-winning Concerto IWMS platform, together with mobile solutions from Mobiess and energy analytics from InMetriks, enables smart, data-led estate management at scale.

The Scheduling Administrator is responsible for all elements of administrative support and effective allocation of work to field-based technicians using the company’s works allocation system. The role ensures that planned and reactive tasks are scheduled efficiently, resources are optimised, and service level agreements (SLAs) are met. This position acts as the key coordination point between the service desk, technicians, and management, supporting smooth day-to-day operations.

How will you be the change?

We believe every role is essential to providing that peace of mind for our customers - whatever part of the business you’re in. Because every role plays a part in driving us further. And everyone can be the change. That’s how deliver value for our customers, and building systems that lead the way

And as a Administration Coordinator with Bellrock, you’ll do it by

Scheduling & Work Allocation

• Allocate planned, reactive, and compliance-related tasks to field engineers via the works allocation system.
• Prioritise work in line with SLAs, client requirements, and operational priorities.
• Monitor engineer availability, skills, and location to optimise job assignments and minimise travel time.
• Re-assign or escalate tasks as required in response to emergencies or changing priorities.

Operational Support

• Maintain accurate records of job allocation, progress, and completion within the CAFM/works management system.
• Provide engineers with job details, documentation, and updates to ensure successful task delivery.
• Track work orders through to completion, ensuring updates are captured and closed in the system.
• Support reporting on job status, completion rates, and SLA compliance.
• Invoicing tasks, work permits, and other administrative support as required.

Communication & Coordination

• Act as a key point of contact between technicians, the service desk, and contract managers.
• Liaise with clients, suppliers, and subcontractors as required to arrange access, permits, or additional support.
• Provide regular updates to stakeholders on scheduling issues, delays, or escalations.
• Ensure clear, professional communication with technicians to support productivity and service quality.
• Parts reconciliation and Invoice uploads to internal systems.

Continuous Improvement

• Contribute to process improvements in scheduling and job allocation to increase efficiency.
• Identify potential resource gaps or recurring scheduling issues and escalate to management.
• Assist with system updates, data cleansing, and reporting to improve accuracy and visibility.

What does it take?

If you’re ready to be the energy that helps us build our business, share our success, and really own it as a Administration Coordinator, you’ll need

Essential:

• Experience in a scheduling, coordination, or administration role (ideally within FM, engineering, or service delivery).
• Strong IT skills, with experience using CAFM/work allocation systems.
• Excellent organisational and time management skills, with the ability to prioritise tasks under pressure.
• Strong communication skills, both written and verbal, with the ability to liaise effectively with engineers and stakeholders.
• Attention to detail with accurate data entry and record-keeping skills.

Desirable:

• Experience in facilities management, engineering, or technical services sector.
• Knowledge of SLAs, KPIs, and compliance requirements in FM.
• Familiarity with mobile workforce management tools or scheduling software.

Working arrangements

We embrace smarter working practices which offer our employees the opportunity to work their hours flexibly and remotely where their roles and business needs allow. In this role, the successful candidate would be required to work between their home address and Head Office Leicester (LE1 6LP) on a hybrid basis 08:30-17:00.

What can we offer you?

Upon joining Bellrock, you can expect a comprehensive benefits package including:

25 days annual leave plus bank holidays + 1 additional day as a thank you (enjoy it, it’s on us)

Salary exchange pension scheme

Life cover

Paid sick leave

Health Assured employee assistance and wellness program

Enhanced maternity, paternity and adoption leave

Salary sacrifice schemes: Cycle to work

Holiday purchase scheme of additional 5 days per year

Offers and discount scheme designed to save money on everyday shopping and essentials

Healthcare Cashplan

MotorSave Scheme

Refer a friend

Liftshare

Virtual GP

Helping you to shine

We’ve always encouraged new and different perspectives - and that also means making ours a workplace that encourages diverse and unique voices. Where everyone feels welcome, included, and supported to be themselves and achieve more.

So, if you join us, you’ll find an inclusive workplace that recognises your hard work, offers lots of learning and development, flexible and hybrid working, and support for your wellbeing. As well as benefits that can make a difference to your life.

Ready to start shining?

Our people are our passion, so we’re all about helping them to shine. That means putting everything in place for you to have a rewarding career with us. So you can go far in your career, with us behind you. And our business will grow, too. So, if you’re ready to start your career journey with Bellrock, we’re ready to welcome you. It’s a great place to be - the light, the energy, the solution. You.

Apply today.