Facilities Administrator

Job Introduction

Position: Facilities Administrator

Location: Cardiff

Pharmaron is a global CRO helping pharma and biotech companies bring new therapies to life. With over 21,000 employees worldwide across 23 locations in the US, UK and China, we support drug discovery through to manufacturing with fully integrated, high-quality services.

We’re proud of the impact we make and just last year, we supported over 780 discovery projects, 1,000+ CMC programmes, and 1,000+ clinical trials across all phases. Our teams are involved in everything from small molecules to biologics and gene therapies, and we work with more than 3,000 global customers. To learn more, visit www.pharmaron.com.

About the Role

Pharmaron is currently looking to recruit a proactive, highly organised, and detail-oriented Facilities Administrator to join our Facilities team in Cardiff.

This role plays a critical part in supporting the efficient operation of our site by coordinating maintenance activities, managing contractor documentation, maintaining facilities systems, and ensuring compliance with site procedures and regulatory requirements. Working closely with Facilities Management and engineering teams, you will be the central point of coordination for planned maintenance activities, contractor management, documentation, and reporting.

This is an excellent opportunity for someone with experience in facilities, engineering administration, maintenance planning, or a regulated manufacturing environment who enjoys working in a fast-paced and highly collaborative setting.

Key responsibilities:

• Maintain and update the Computerised Maintenance Management System (CMMS), including Maximo and associated maintenance records. 
• Schedule and coordinate preventative maintenance activities across the site. 
• Organise maintenance contracts, service visits, renewals, and contractor attendance. 
• Manage contractor documentation including permits, risk assessments, method statements, certificates, and service reports. 
• Coordinate emergency contractor call-outs and support facilities response activities where required. 
• Maintain engineering and facilities compliance documentation and document control systems. 
• Generate maintenance, compliance, KPI, and audit-readiness reports. 
• Support audit preparation activities and ensure accurate record keeping. 
• Coordinate Facilities meetings and maintain meeting minutes and action trackers. 
• Support purchasing activities, including obtaining quotations, raising purchase requests, and monitoring deliveries. 
• Maintain records of critical spares, consumables, and inventory items. 
• Assist with training coordination and maintenance of departmental training matrices. 
• Identify opportunities to improve processes, efficiency, and ways of working across the Facilities function.

Candidate Profile

 Education:

• ONC/HNC in Business Administration or a related discipline, or equivalent relevant experience. 
• Degree in Science, Engineering, Information Technology, Computer Science, or a related discipline would be advantageous.

Experience:

• Previous experience in a Facilities, Engineering, Maintenance Administration, Facilities Coordination, or similar role. 
• Experience using a Computerised Maintenance Management System (CMMS) such as Maximo, SAP PM, IFS, or equivalent. 
• Experience working within a regulated environment such as pharmaceutical, biotechnology, manufacturing, chemical, food production, medical device, or similar industries. 
• Experience coordinating maintenance activities, contractors, or engineering services. 
• Experience supporting compliance activities, audits, document control, or quality systems is advantageous.

Skills & Knowledge:

• Strong organisational and planning skills with the ability to manage multiple priorities. 
• Excellent attention to detail and a methodical approach to work. 
• Strong administrative and documentation management skills. 
• Proficiency with Microsoft Office applications including Excel, Word, SharePoint, and Office 365. 
• Ability to work effectively with engineers, contractors, suppliers, and internal stakeholders. 
• Strong communication and relationship-building skills. 
• Analytical and problem-solving mindset. 
• Ability to work independently while contributing as part of a wider team. 
• Proactive, adaptable, and solutions-focused approach.

Why Pharmaron?

Collaborative Culture: Thrive in our inclusive and collaborative environment, where teamwork and innovation go hand in hand. Here, your voice matters, and your contributions make a real impact. "Employees Number One" and "Clients Centered" are the core cultural values at Pharmaron. Our culture, which sets Pharmaron apart from other organizations, has evolved from our deep commitment to our employees, partners and collaborators.