Extra Works Administrator

Extra Work Admin Job Description



Job Overview

The Extra Work Administrator is responsible for the coordination, management, and administration of all extra works activities across client accounts and operational teams. The role ensures that additional works requests are accurately recorded, quoted, tracked, approved, and completed in accordance with contractual requirements, company procedures, and client expectations. The position also supports CAFM administration, contractor management processes, permit administration, and general operational coordination to ensure service delivery standards are maintained.



Key Responsibilities

- Receive, log, and track all extra works requests from clients and internal stakeholders.

- Raise and manage work orders, quotations, purchase orders, and supporting documentation.

- Monitor approvals, progress, and delivery timescales.

- Maintain accurate records and reporting for all extra works.

- Support invoicing and financial administration processes.

- Provide status updates to stakeholders and clients.

- Ensure compliance with company policies and contractual obligations.

- Monitor and manage the shared operational inbox, ensuring all requests and enquiries are actioned or escalated in a timely manner.

- Update and maintain the CAFM system, ensuring extra works, remedials, work orders and asset information are accurately recorded.

- Administer the Access to Work (ATW) process, including contractor bookings in and out.

- Manage contractor permit administration and ensure permits are approved, tracked and closed out.

- Issue and maintain contractor passes, visitor passes, keys and access fobs.

- Support contractor coordination, compliance tracking and scheduling activities.

- Assist with reporting and auditing activities relating to contractor attendance, permits, CAFM data integrity and extra works performance.



Knowledge and Experience

- Experience in administration, facilities management, project coordination, or similar roles.

- Experience using CAFM systems and managing service-related records.

- Understanding of contractor management, permit-to-work processes and compliance requirements.

- Strong organisational and communication skills.

- Proficiency in Microsoft Office applications, particularly Excel, Outlook, Word and Teams.

- Strong attention to detail and ability to manage competing priorities.

- Ability to manage confidential information and maintain accurate records.



Key Competencies

- Customer Focus

- Organisation and Planning

- Financial Awareness

- Problem Solving

- Stakeholder Management

- Team Collaboration

- Attention to Detail

- Time Management

- Compliance and Governance

- Communication Skills



Success Measures

- Timely processing of extra works requests.

- Accuracy of records and reporting.

- CAFM system data maintained accurately and updated within agreed timescales.

- Contractor permits, passes and access requirements administered with 100% compliance.

- Shared inbox managed effectively with agreed response times achieved.

- Successful coordination of contractor bookings and ATW requirements.

- Positive feedback from operational teams, contractors and clients.

- Minimal overdue actions relating to extra works, remedials, permits and compliance records.



Additional Duties

The role may also provide wider operational support to the Account Manager, Compliance Manager, M&E Manager, Contract Support, M&E Supervisor and site teams as required, helping to ensure the smooth day-to-day operation of the contract and delivery of excellent customer service.