Backlog & Works Administrator
ISS Facility Services · London, ENG, GB
Apply directly on ISS Facility Services’s careers site — no account needed.
About the role
Contract: Government
Location: London, E14 9SH / Remote
Hours of work: 40
Contract Type: Fixed Term Contract - 5 months
We are seeking a Backlog & Works Administrator to join the Operational Delivery Team on a government contract.
In this role, you will be responsible for the end-to-end administration, coordination, and management of planned and reactive maintenance activities, supporting the reduction and ongoing management of the maintenance backlog.
Job Description
Working closely with operational teams, contractors, and key stakeholders, you will ensure Planned Preventive Maintenance (PPM), Reactive, Corrective, and Billable Works are accurately administered, scheduled, tracked, and completed in line with contractual requirements, service level agreements, and customer expectations.
You will also play a key role in maintaining auditable records within the CAFM system and supporting financial administration and billing processes.
Key Responsibilities
- Manage and coordinate maintenance backlogs across PPM, Reactive, Corrective, and Billable Works.
- Schedule and allocate tasks to engineers and contractors to ensure SLA and contractual compliance.
- Monitor outstanding works and proactively drive progress to reduce backlog volumes.
- Liaise with contractors to obtain quotations, arrange attendance, and manage associated purchase orders.
- Maintain accurate, auditable records and documentation within the CAFM system.
- Support financial administration, including quotation processing, cost tracking, billing, and invoice preparation.
- Ensure completion certificates, service reports, and compliance documentation are obtained and correctly recorded.
- Act as a key point of contact for operational teams, contractors, and customers, providing updates and resolving queries.
Professional and Personal Competencies/Qualifications
- Previous experience in an administrative, scheduling, planning, or coordination role.
- Experience within Facilities Management, Property Services, Maintenance, Engineering, Construction, or a similar operational environment.
- Experience managing reactive and planned work activities.
- Strong organisational skills with the ability to prioritise a high volume of tasks.
- Excellent communication and stakeholder management skills.
- Experience working with contractors and suppliers.
- High attention to detail and accuracy.
- Strong problem-solving capability.
- Experience working to KPIs, SLAs, and contractual requirements.
- Ability to work independently and manage competing priorities.
- Good understanding of Microsoft Office applications, particularly Excel, Outlook, and Teams.
The Company
ISS is a world-leading workplace and facility management company, connecting people and places to make the world work better. Working with customers day by day, side by side, we understand every aspect of the user experience.
Through a unique combination of intelligent solutions, high standards and people who care, to help our customers achieve their purpose, whether it’s hospitals healing patients, businesses producing the next great innovation, or airports bringing passengers home to their families. ISS is committed to doing business the right way, taking its corporate responsibility very seriously. Our passion is people.
We offer you a challenging and exciting career in an organisation with people at its heart. In ISS, everyone has the opportunity to develop, grow and make a difference. #Becomewhoyouwant, #Bepartofsomethingbigger,
Through a unique combination of intelligent solutions, high standards and people who care, to help our customers achieve their purpose, whether it’s hospitals healing patients, businesses producing the next great innovation, or airports bringing passengers home to their families. ISS is committed to doing business the right way, taking its corporate responsibility very seriously. Our passion is people.
We offer you a challenging and exciting career in an organisation with people at its heart. In ISS, everyone has the opportunity to develop, grow and make a difference. #Becomewhoyouwant, #Bepartofsomethingbigger,
#aplacetobeyou,
#facilitiesmanagement
ISS is proud to be a diverse and inclusive employer.
ISS welcomes all applicants regardless of age, disability, gender identity or gender reassignment, marital or civil partnership status, pregnancy or maternity, race (which includes race, colour, nationality, ethnic or national origin and caste), religion or belief, sex, sexual orientation or educational background.
We are proud to be a Gold Employer Recognition Scheme (ERS) award holder and a signatory of the Armed Forces Covenant, recognising our commitment to supporting veterans, reservists, and military families. Through our Joint Forces Programme, we provide mentoring and support to members of the Armed Forces community and their spouses as they transition into civilian careers.
We are a Disability Confident Committed (Level 2) employer, proudly supporting and promoting inclusive hiring practices in line with the UK government’s Disability Confident scheme.
Our passion for inclusivity and diversity makes ISS a more creative, productive and happy place to work.
If you have any further queries regarding this role, please contact the Resourcing Team by emailing resourcing.team@uk.issworld.com
To find out more about what we do go here - https://www.uk.issworld.com/
Description sourced from the public Indeed listing — this role isn't indexed from the company's career page yet.
Skills
- Jira
- Confluence
- Agile
- Scrum
Never be applicant #200 again
Every job here is indexed straight from company career pages — often hours after it opens, before it reaches the big boards. Create a free account and get your best matches in a twice-daily digest.
- Your best matches, twice a day
- No duplicates, no ghost jobs, no recruiter spam
- Every job free to browse — pay only when you apply
Get my matched jobs
Free account — no card required
93 147 live jobs · 17 788 companies tracked · 5 735 added today