Commercial Contracts Administrator

Mecsia

Dartford

On-site

GBP 26,000 - 36,000

Full time

15 hours ago

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Benefits offered by this job

Holiday Allowance 25 days plus bank

Sickness Scheme

Family Friendly Pay

Life Assurance

Wellbeing app access

Death in Service Insurance

Widow pension assistance

Fertility Treatment Support Leave

Paid Maternity Leave

Paid Paternity Leave

Gym discounts

Refer-a-friend scheme

Employee Recognition Scheme

Job summary

Artic Building Services in Dartford is seeking a Commercial Contracts Administrator to manage contract administration, CAFM coordination, and invoicing across a busy M&E and FM contract.

You will act as the central point of contact for admin tasks, liaising with engineers and subcontractors, ensuring SLAs are met and reports are accurate. This permanent role offers stability and opportunities to contribute to service delivery.

Qualifications

2+ years in a service & maintenance or facilities management environment.
Proficient CAFM system experience.
Highly organised and methodical with 100% task completion.
Ability to prioritise and multi-task to strict deadlines.
Capable of working under pressure to meet client SLAs.
Adaptable to a variety of works and contract demands.
Advanced IT skills in Word and Excel with reporting ability.

Responsibilities

Provide dedicated administrative support to Contracts Manager and escalate queries.
Act as focal point for CAFM system and manage high-volume callouts while adhering to SLAs.
Raise quotes based on costing sheets and track reactive and additional works.
Ensure works are invoiced within contract timeframes and are transparent.
Coordinate reactive and Planned Preventative Maintenance (PPM) works.
Liaise with Engineers and Subcontractors to maintain standards and escalate issues.
Audit core reports to ensure compliance and facilitate invoicing.
Compile Hard FM reports for Residential and Mechanical Contracts.

Skills

CAFM proficiency

Organisational excellence

Prioritisation & multitasking

Pressure management

Adaptability

IT literacy

Communication skills

Overtime willingness

Tools

CAFM system

MS Office

Job description

About Artic Building Services

Artic Building Services is a leader in Hard Facilities Management across London and the Home Counties. We offer a comprehensive suite of technical and engineering solutions, ensuring the smooth operation of your Mechanical, Electrical, and Hard FM Plant.

Job Title

Commercial Contracts Administrator

Location

17 Schooner Park, Schooner Court, Dartford, Kent DA2 6NW

Working Hours

Monday to Friday, 8am - 5pm

Employment Type

Permanent

Start Date

ASAP

About the Role

We are seeking a highly organised and proactive Commercial Contracts Administrator to join our dedicated team. This pivotal role will be instrumental in ensuring the smooth and efficient operation of our commercial contracts. You will be the central point of contact for administrative and helpdesk tasks, working closely with our engineering teams, and playing a crucial part in delivering exceptional service. This is a dynamic role requiring a meticulous approach and the ability to thrive in a fast-paced environment.

Key Responsibilities

Contract Support & Communication: Provide dedicated administrative support to the Contracts Manager, ensuring frequent, detailed feedback on work progress and escalating any queries or issues promptly.
Helpdesk & CAFM Management: Act as the focal point for the client's CAFM (Computer-Aided Facilities Management) system, efficiently organising and controlling a high volume of incoming callouts (100+ per day) while strictly adhering to Service Level Agreements (SLAs).
Financial & Invoicing Administration:
Raise all quotes accurately based on costing sheets provided by the Contracts Manager.
Track all reactive and additional works, including associated costs, ensuring transparency and accuracy.
As a custodian, ensure all works are invoiced within Artic's timeframes and are fully transparent and compliant.
Works Coordination: Coordinate, administrate, and manage both reactive and Planned Preventative Maintenance (PPM) works in line with strict contract and company performance measures.
Liaison & Escalation: Liaise effectively with Engineers and Subcontractors, ensuring works standards are maintained, and communicating progress and issues for timely escalation.
Reporting & Compliance:
Demonstrate excellent due diligence when auditing all core company and client reports to ensure compliance and facilitate fluid invoicing.
Provide essential administrative support in compiling Hard FM reports across the Residential and Mechanical Contracts.
PPM Data Management: Ensure all PPM-related items, including assets, schedules, scope of works, and inclusions/exclusions, accurately managed and updated within our CAFM system.

Skills and Experience Required

Proven Experience: At least 2 years of demonstrable experience working within a challenging Service & Maintenance (S&M) or Facilities Management (FM) related environment.
CAFM System Proficiency: Solid experience in using and understanding a CAFM system is essential.
Organisational Excellence: Highly logical, organised, and methodical approach to ensure 100% completion of all works.
Prioritisation & Multi-tasking: Exceptional ability to prioritise and multi-task effectively to a high level, consistently achieving strict deadlines.
Pressure Management: Proven ability to work efficiently and accurately under pressure to achieve required Client and Contract Service Levels.
Adaptability: Adaptable to a variety of works and contract demands.
IT Literacy: Advanced IT literacy in all Microsoft packages, particularly Word and Excel, with the ability to produce detailed reports.
Communication: Strong verbal and written communication skills for liaising with engineers, subcontractors, clients, and students.
Flexibility: Willingness to work overtime if and when required to meet contract demands.

Health and Safety

As a member of the Artic Building Services team, you will be required to fulfil our legal duty to take reasonable care for the health and safety of yourself and others who may be affected by your actions, and to follow all guidance and instructions given in this respect. Your commitment to a safe working environment is paramount.

Why Join Artic Building Services?

This is an excellent opportunity to join a leading and reputable company within the M&E and Facilities Management sector. You will be an integral part of a key contract, contributing directly to client satisfaction and operational success. We offer a permanent position with competitive compensation and the chance to develop your career within a supportive and dynamic environment.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, colour, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability

What We Offer