Asset Management Administrator

Job Title: Asset Management Administrator

Location: Fully Onsite, Edenbridge, Kent, TN8 5EA
Contract: 6-month contract
Hours: Full-time (reduced hours can be considered)
Rate: £18.00 per hour PAYE / £24.13 per hour Umbrella

Job Purpose

The Asset Management Administrator plays a key role in supporting the efficient operation of the Asset Management team. The role involves managing administrative processes, maintaining accurate records relating to asset performance and contracts, coordinating communications with internal and external stakeholders, and ensuring compliance with operational and procurement procedures.

The Administrator will provide organisational and logistical support to the Asset Manager, assisting with performance monitoring, schedule tracking, reporting and data analysis to support the effective management and optimisation of operations.

Challenges & Problem Solving

The Administrator will operate in a dynamic, fast-paced environment, supporting the Asset Manager with day-to-day operational and administrative activities.

The individual should be able to manage competing priorities, proactively resolve issues and coordinate effectively with multiple stakeholders to ensure tasks are completed efficiently and within agreed timescales. Where appropriate, they will seek guidance from or escalate issues to the Asset Manager.

Decision Making

The role requires the Administrator to make decisions relating to administrative processes, documentation and scheduling. For more complex or critical operational matters, the Administrator will consult with the Asset Manager and relevant team members.

Regular communication and alignment with key stakeholders will be essential to ensure the effective delivery of activities.

Key Accountabilities

• Maintain accurate and up-to-date records relating to asset performance, contracts and operational activities.
• Liaise with service providers, internal stakeholders and external partners to coordinate meetings, communications and follow-up actions.
• Provide administrative support for asset-related reporting, including preparing draft performance reports using information provided by the Asset Manager and data monitoring systems.
• Monitor and track asset-related schedules, including planned maintenance, service visits, inspections and contractual deadlines, ensuring timely reminders are provided to the Asset Manager.
• Provide logistical and administrative support for operational meetings, including taking meeting notes, tracking actions and coordinating follow-up activities.
• Assist with the organisation and management of operational documentation, including warranties, service contracts and procurement agreements.
• Support the Asset Manager with routine data analysis to monitor operational and financial performance, using tools such as Excel and relevant monitoring systems.
• Ensure compliance with established asset management and procurement procedures, identifying and escalating any discrepancies or issues.
• Proactively identify opportunities to improve and streamline administrative processes and recommend practical improvements.
• Support the Asset Manager with general administrative activities as required to ensure the smooth running of asset management operations.

Skills & Experience

• Previous experience in an administrative, coordination or support role, ideally within asset management, facilities management, energy, utilities, engineering or a similar environment.
• Strong administrative and organisational skills, with the ability to manage multiple tasks and competing priorities.
• Good working knowledge of Microsoft Excel, including maintaining spreadsheets, managing data and producing basic reports.
• Experience maintaining accurate records, databases and documentation.
• Experience supporting reporting, data analysis and performance monitoring.
• Strong communication and stakeholder management skills, with the ability to liaise confidently with internal teams, contractors, suppliers and external stakeholders.
• Experience coordinating meetings, schedules, actions and follow-ups.
• Good attention to detail and a methodical approach to managing documentation and information.
• Ability to identify issues, resolve routine problems and escalate more complex matters appropriately.
• Experience working with contracts, procurement documentation, warranties or service agreements would be advantageous.
• Ability to work independently while also supporting a wider team.
• A proactive approach with a willingness to identify and suggest process improvements.
• Experience working within a regulated, compliance-driven or operational environment would be desirable.
• Experience within the energy or utilities sector would be advantageous but is not essential.

This vacancy is being advertised by Rullion Ltd acting as an employment business.

Since 1978, Rullion has been securing exceptional candidates for a range of clients; from large well-known brands to SMEs and start-ups. As a family-owned business, Rullion's approach is credible and honest, focused on building long-lasting relationships with both clients and candidates.

We celebrate and support diversity and are committed to ensuring equal opportunities for both employees and applicants. INDCF-SO

Rullion celebrates and supports diversity and is committed to ensuring equal opportunities for both employees and applicants.