Contract Administrator

PDA Search & Selection; Glasgow; On-site; GBP 25,000; Full time

Job summary

A leading recruitment agency seeks a Contract Administrator to support administrative duties across FM contracts. This role involves liaising with operations and external contractors to ensure efficient job allocations and compliance with company procedures. Ideal candidates will have administrative experience and be comfortable with Excel and client interactions. The position offers a salary of £24,274 per annum and includes various benefits.

Benefits

33 days holiday

Private Pension

Employee Discount Platform

Qualifications

• Some administration experience within a large organisation would be desirable.
• Ability to interpret basic engineering reports or service notes.
• Comfortable using Excel or other tools for reporting and data tracking.

Responsibilities

• Liaise with operations and contractors for effective job allocation.
• Submit completed work orders for payment with accuracy.
• Monitor response times of field engineers to ensure completion.

Skills

Administration experience

Workload management

Understanding of refrigeration systems

Client-facing experience

Excel proficiency

Job description

Job Title: Contract Administrator | Location: Glasgow | Salary: £24,274.00 per annum | Hours: 37.5 hours a week | Benefits: 33 days holiday, Private Pension, Employee Discount Platform

Our client, one of the UK's leaders in providing innovative construction and engineering solutions for clients within a variety of sectors including Retail, Health, Education and Commercial, now has an immediate need to employ an administrator to work across their internal business divisions who will deal with administrative duties across defined FM contracts.

Job Function

To liaise with operations colleagues, external contractors, suppliers and the customer to ensure the effective allocation of jobs to ensure completion within agreed timescales. Ensure the accurate recording of information on bespoke CAFM systems, the management of associated documentation, quotes and invoices in line with Company procedures and key performance indicators. Ensure compliance with associated statutory regulations.

Principle Accountabilities

• Chase parts with suppliers & provide parts information to planners in order to schedule field engineers to priority jobs and schedule contractual priorities via the appropriate field engineers.
• Submit completed work orders for payment, ensuring all information & supporting documents are accurate.
• Investigate & process any payment rejections.
• Provide weekly/monthly reports on figures & rejections & outstanding parts/OWOs.
• Monitor response times of field engineers and contractors to ensure job completion within agreed timescales.
• Timesheet management.
• Accurately deal with invoices and purchase orders.
• Organise and prioritise work to maximise efficiency and achieve deadlines.
• Represent the company in a professional and competent manner and develop strong working relationships with colleagues and clients.
• Log all information accurately on the bespoke CAFM systems completing all relevant fields throughout each call/e‑mail following relevant processes.
• Communicate fluently and confidently with colleagues, customers and management.
• Ensure effective written and verbal communication of all critical operational issues where required.
• Work as part of a team to deliver excellent service to the Customer.
• Comply with any other reasonable management instruction or ad‑hoc duties.
• All aspects of scheduling off field engineers' daily appointments etc.

Key Experience Required

• Some administration experience within a large organisation would be desirable.
• Experience assigning and managing workloads.
• Basic understanding of refrigeration systems to support effective job allocation and communication.
• Ability to interpret basic engineering reports or service notes.
• Background in client‑facing roles or handling service queries.
• Comfortable using Excel or other tools for reporting and data tracking.

To apply for this role please submit your full and up to date CV to Andrew Bridges at PDA SEARCH & SELECTION LIMITED