Contract Administrator

Equans UK & Ireland; Bellshill; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

24/7 Employee Assistance Program

Life Cover 1.5x salary

Employee discounts

Gym discounts

Cycle to work

Holiday purchase

CSR days

Learning opportunities

Referral rewards

Employee networks

Wellbeing app

Job summary

Equans UK & Ireland is seeking a Contract Administrator in Bellshill to support the management and processing of quotes and corrective works on a mobile M&E facilities management contract within the social housing sector.

You will raise purchase orders, track approvals, coordinate subcontractors and engineers, and ensure documentation and compliance records are accurately recorded in CAFM and client systems.

Qualifications

• Experience managing quotations, purchase orders, invoicing and associated documentation.
• Strong IT skills including Outlook, Word and Excel.
• Experience in facilities management, social housing or similar environment.
• Previous administration in FM, property maintenance or construction is desirable.

Responsibilities

• Manage end-to-end administration for quotations and corrective works from planned maintenance, compliance and reactive tasks.
• Raise, issue and manage purchase orders for subcontractors and suppliers.
• Coordinate with engineers, supervisors and contract managers to progress works to completion.
• Review quotations for accuracy and compliance with contract requirements.
• Monitor approvals and ensure works progress within client timescales.
• Maintain documentation and compliance records in CAFM and client portals.

Skills

Organisational skills

Communication

Attention to detail

Tools

Planon/CAFM

Microsoft Office

Job description

Equans is looking for a Contract Administrator to join our team on the Wheatley Group contract based from our office in Bellshill on a permanent basis. This is a full time role working 40 hours per week. On offer is a competitive salary and benefits package.

You will provide professional administrative support for the management and processing of Quotes and Corrective Works across a Mobile Mechanical & Electrical (M&E) Facilities Management contract within the Social Housing sector. The role is responsible for the end-to-end administration of quoted works, including raising purchase orders, tracking approvals, coordinating subcontractor and engineer activity, processing documentation, maintaining compliance records, and supporting the successful delivery of corrective maintenance works in line with contractual and client requirements. The Contract Administrator will work closely with Contract Managers, Supervisors, Engineers, Subcontractors and Clients to ensure works are completed efficiently, safely and in accordance with contractual obligations.

What will you deliver?

• Manage the end-to-end administration process for quotations and corrective works arising from planned maintenance inspections, statutory compliance activities, and reactive maintenance tasks.
• Raise, issue and manage purchase orders for subcontractors and suppliers in accordance with company procedures and financial controls.
• Liaise with internal Mobile M&E Engineers, Supervisors and Contract Managers to progress quoted and corrective works through to completion.
• Obtain, review and process quotations from subcontractors, ensuring compliance with contractual and commercial requirements.
• Monitor quote approvals and ensure approved works are progressed within client and contract timescales.
• Ensure all associated documentation, including service reports, quotations, completion certificates and compliance records, is received and accurately recorded within CAFM and client systems.
• Process subcontractor invoices, ensuring accuracy against approved quotations, purchase orders and completed works.
• Support month-end financial activities through timely processing of costs, accrual information and invoice approvals.
• Maintain accurate records of health & safety documentation, including RAMS, insurance certificates, accreditations and competency records.
• Process statutory compliance documentation and certification relating to mechanical and electrical maintenance activities.
• Ensure CAFM systems and client portals are kept updated with current works status, documentation and completion records.
• Produce compliance, financial and operational reports as required by Contract Management teams.
• Liaise with clients, housing representatives, subcontractors and operational teams to provide updates on corrective works and outstanding quotations.
• Identify and elevate overdue quotations, outstanding paperwork, invoice queries and compliance concerns.
• Carry out general administrative duties in accordance with company policies and procedures.
• Take reasonable care for health and safety and comply with all company SHEQ policies, procedures and statutory requirements.

What can we offer you?

• 24 days annual leave(+ public holidays).
• Life Cover equivalent to 1.5 timesannual salary.
• Employee discount shopping schemes on major brands and retailers.
• Gym membership discounts.
• Cycle to work scheme.
• Holiday purchase scheme.
• 2 corporate social responsibility days per year.
• Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes.
• Attractive Employee Referral Rewards Scheme.
• Access to our growing employee networks.
• 24/7 Employee Assistance Program and access to mental wellbeing app.

Who are you?

• Experience using Planon or other CAFM systems (desirable).
• Experience working within a Mobile M&E Facilities Management environment (desirable).
• Knowledge of Social Housing maintenance contracts (desirable).
• Previous administration experience within Facilities Management, Property Maintenance, Social Housing, Construction or a similar environment.
• Experience managing quotations, purchase orders, invoicing and associated documentation.
• Strong IT skills including Microsoft Outlook, Word and Excel.
• Experience using CAFM systems and client portals.
• Excellent organisational skills with the ability to manage multiple tasks and deadlines.

This role includes a basic DS check therefore ability to pass is essential.

Who are we?

In the UK & Ireland, Equans is a provider of sustainable facilities management and regeneration, and cutting-edge energy and digital services. Our 15,000 employees combine these activities to deliver decarbonisation across the built environment and help businesses, communities, public sector organisations and government to accelerate the transition to a low carbon, resilient world.

Globally, Equans is a world leader in the energy and services sector with operations in 20 countries, 90,000 employees working on 5 continents and a turnover of 19.2 billion euros in 2024. Equans is a subsidiary of the Bouygues group.

Our ambition

At Equans, we are driven by our ambition to be recognised for our operational excellence and as the best place to work for our employees. This commitment extends to achieving global and sustainable performance through Impact, ensuring that everything we do aligns with our core values—Accountability, Respect, Team Spirit, and Service Focus. We take ownership, act with integrity, and set high standards. We listen, support, and care for one another. We collaborate and build trust to achieve shared goals, always striving to meet our customers' needs in a proactive and pragmatic way. These values shape our culture, strengthen our community, and inspire us to deliver excellence every day.

As part our commitment to better reflect the markets within which we operate, we encourage applications from women, ethnically diverse individuals and people with disabilities, along with all candidates who identify with protected characteristic groups under the Equality Act 2010.

At Equans we’re committed to delivering a culture where everyone’s voice is heard and supported. We know the value a diverse workforce creates, delivering better results for our people, customers, and stakeholders. Diversity and inclusion is at the core of what we do, should you join Equans you’ll find a welcoming and open workplace where you’re supported and encouraged to be your true self at work.

You’ll also have access to our growing employee networks including AccessAbility (representing those with physical and mental disabilities), Encompass (representing the LGBTQ+ community), RISE (representing people from ethnic backgrounds), Veterans & Reservists, WOMEN Together (representing women in Equans), Working Parents, and Young Professionals.

For this role, you must have evidence of the right to work in the UK. Unfortunately, we are not able to offer a re-location package with this job role. Certain roles may require applicants to undergo a Disclosure check, as noted in the role requirements. The Equans Resourcing Team manage this requirement. Agency involvement is not required. All related enquiries should come to the resourcing team not direct to Equans Managers.