Commercial Contract Team Administrator

HFL Building Solutions Group; Manchester; On-site; GBP 27,000; Full time

Job summary

A leading building services company in Manchester seeks a detail-oriented Commercial Contract Team Administrator. In this role, you will manage contract renewals, support subcontractor management, and maintain data integrity using Maximo and Excel. Ideal candidates will demonstrate strong organisational skills, be proficient in communication, and have a keen eye for detail. This position offers competitive salary and comprehensive benefits including generous holiday provisions and pension contributions.

Benefits

31 days holidays, including 8 days bank holidays

5.7% employer Pension Contribution

Company Sick Pay Scheme

Free car parking

£750 staff referral scheme

Continued development support

Qualifications

• Excellent attention to detail and accuracy in data management.
• Strong organisational and time-management skills.
• Strong written and verbal communication abilities.

Responsibilities

• Prepare, issue and coordinate annual contract renewals.
• Request, chase and assess quotes from subcontractors.
• Maintain and update contract documentation and trackers.
• Ensure invoice details are correct and approve.
• Liaise with clients and subcontractors for smooth contract delivery.

Skills

Attention to detail

General IT literacy

Communication skills

Organisational skills

Tools

Maximo

Excel

Job description

Job title: Commercial Contract Team Administrator

Location: Head Office, Denton, Manchester

Department: Operations

Reporting to: Commercial Contract Team Leader

Working Hours: 40 hours per week - Monday to Friday 8.30am to 5.00pm

Salary: £26,208 per annum

About HFL

HFL Building Solutions Group is one of the UK's foremost building services companies.We have an enviable reputation for the reliable delivery of cost and energy efficient building management, operational and technical solutions for businesses of all shapes and sizes - from retail parks to leisure complexes, educational establishments and commercial properties.

Purpose and objectives of the role

We are seeking a skilled and detail-oriented Commercial Contract Team Administrator to support and optimise the contract set up processes within HFL. The ideal candidate will have a strong understanding of contract processes, excellent analytical skills and the ability to collaborate effectively with various stakeholders.

Main duties and responsibilities

Contract Renewals & Administration

• Prepare, issue and coordinate annual contract renewals, ensuring accuracy and timely completion.


• Review and monitor key contract dates and data within Maximo to support compliance and service delivery.

Subcontractor Management

• Request, chase and assess quotes from subcontractors to support operational needs.


• Maintain up-to-date subcontractor records, including insurance, compliance certifications and documentation.


• Assist with onboarding processes for new subcontractors, ensuring all documents and system records are complete.

System & Data Management (Maximo)

• Create and manage work orders and purchase orders within Maximo.


• Set up and maintain new sites, assets and contract information on the system.


• Perform day-to-day upkeep to ensure data accuracy, completeness and system reliability.


• Proactively identify and implement improvements within Maximo to enhance workflow efficiency.


• Contribute to projects aimed at improving Maximo functionality, reporting and long-term system development.

Documentation, Tracking & Reporting

• Maintain and update contract documentation and trackers (primarily Excel), ensuring accuracy and accessibility.


• Manage organised digital filing systems for efficient storage and retrieval of records


• Support the team with reporting needs, including data collection and preparation for reviews or audits.

Financial & Invoice Support

• Access Maximo to ensure invoice details are correct and approve.


• Assist with invoice queries, discrepancies and administrative checks to support accurate billing processes.

Communication & Stakeholder Support

• Liaise professionally with clients, subcontractors and contract managers to support smooth contract delivery.


• Manage shared inboxes, responding promptly and effectively to incoming queries


• Provide general administrative support to the wider team to facilitate efficient day-to-day operations.

Skills & Qualifications

Technical & Administrative Skills

• Excellent attention to detail and accuracy in data management.


• Basic knowledge of Excel and strong general IT literacy.


• Experience with Maximo or other CAFM systems (desirable but not essential).

Communication & Interpersonal Skills

• Friendly, approachable and professional communication style.


• Strong written and verbal communication abilities for liaising with internal and external stakeholders.

Organisation & Problem-Solving

• Strong organisational and time-management skills, with the ability to prioritise and work under pressure.


• Ability to use initiative while following established procedures and processes.


• Previous administrative or customer service experience (preferred).

Benefits

• Continued development support.


• 31 days holidays, including 8 days bank holidays. Holidays increase to 33 days, including 8 days bank holidays after 5 years of service.


• Company Sick Pay Scheme.


• Regular company socials.


• 5.7% employer Pension Contribution.


• Free car parking.


• £750 staff referral scheme.


• Birthday voucher.