Contract Administrator

PRS; England; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in the facilities management industry is seeking a Contract Admin to provide vital administrative support to their Services team. The role involves managing workflows, client interactions, and financial tasks, requiring a candidate with strong IT skills and relevant experience. This position is essential for ensuring efficient operations and high-quality service delivery.

Qualifications

• Previous experience in facilities management, engineering, or construction setting preferred.
• High level of written and numerical accuracy required.

Responsibilities

• Manage daily workload for the Services team and client communications.
• Maintain and update the CAFM system and handle financial operations.
• Act as the initial point of contact for escalations and complaints.

Skills

Proficiency in Microsoft Office

Strong administrative skills

Attention to detail

Communication skills

Problem-solving attitude

Tools

CAFM systems

Job description

Maternity cover - Contract Admin

Role Purpose:

To provide vital administrative support to the Services team, ensuring the efficient coordination of maintenance activities, effective communication with clients and contractors, and smooth handling of financial and operational tasks.

Key Responsibilities:

• Schedule and manage the daily workload for the Services team, ensuring engineers and subcontractors are fully and effectively deployed.
• Respond to client enquiries via phone and email, assigning appropriate personnel to carry out required work.
• Maintain and update the CAFM (Computer-Aided Facilities Management) system for the Services department.
• Plan and assign routine and reactive maintenance visits for engineers and subcontractors.
• Raise purchase orders for subcontractor works related to maintenance tasks.
• Track and collect service reports from engineers and subcontractors; ensure timely submission to clients.
• Follow up on outstanding quotes and recommendations from completed works.
• Update and manage information across client systems and portals.
• Support the financial and commercial operations of the Services team, including processing purchase and sales orders, logging invoices, and generating client invoices as work is completed.
• Assist in compiling financial data and weekly sales forecasts.
• Act as the initial point of contact for escalations, handling client complaints and queries professionally.
• Ensure all records — including timesheets, purchase orders, and approvals — are accurately maintained and auditable.
• Provide cover and support to the Senior Contract Support as required, especially during absences.
• Undertake other administrative duties as reasonably assigned by the Line Manager.

Skills & Experience Required:

• Proficiency in Microsoft Office (Excel, Word, Outlook) and familiarity with CAFM systems and client reporting tools.
• Strong administrative and IT skills with attention to detail.
• High level of written and numerical accuracy.
• Previous experience in a facilities management, engineering, or construction setting is preferred.
• Flexible and organised approach, able to prioritise tasks and manage competing deadlines.
• Strong communication skills and a proactive attitude towards problem-solving.