Contract Administrator

NG Bailey; Greater London; On-site; GBP 30,000 - 46,000; Full time

Benefits offered by this job

25 Days Holiday + Bank Holidays

Pension with employer contribution

Private Medical Insurance

Life Assurance

Salary sacrifice car scheme

Employee Assistance Program

Job summary

NG Bailey Facilities Services in London is seeking a Contract Administrator to join our team supporting a prestigious commercial property portfolio.

This is a site-based role, and the successful candidate will play a key part in ensuring the smooth day-to-day operation of the contract by coordinating maintenance activities, managing communication between stakeholders and maintaining accurate records across all contract administration activities.

Qualifications

• Experience in an administrative or coordination role within Facilities Management, Building Services or a similar environment.
• Strong organisational skills with the ability to manage multiple priorities in a fast-paced environment.
• Experience raising purchase orders, managing quotations and supporting financial processes.
• Strong attention to detail and the ability to maintain accurate records and documentation.

Responsibilities

• Act as a primary point of contact between the client, subcontractors and internal engineering teams.
• Raise, manage and track reactive maintenance jobs from initial request through to completion.
• Coordinate and schedule subcontractor attendance across the contract.
• Raise and track purchase orders and assist with invoice query resolution.
• Prepare, issue and monitor quotations and maintain accurate quotation trackers.
• Monitor progress of ongoing works, chasing updates and escalating delays where required.
• Collate, upload and maintain records of contractor reports, certification and compliance documentation.

Skills

Administrative experience

Coordination

Organisational skills

Attention to detail

Tools

Microsoft Office

CAFM systems

Excel

Job description

NG Bailey Facilities Services are currently recruiting a Contract Administrator to join our team supporting a prestigious commercial property portfolio in London. This is a site-based role, and the successful candidate will play a key part in ensuring the smooth day-to-day operation of the contract by coordinating maintenance activities, managing communication between stakeholders and maintaining accurate records across all contract administration activities. This is an exciting opportunity for an organised and customer-focused administrator looking to develop their career within the Facilities Management sector.

The Role

As Contract Administrator, you will support the Contract Management team to ensure reactive and planned maintenance activities are effectively coordinated and delivered in line with contractual requirements and service level agreements. You will act as a key point of contact for clients, subcontractors, engineers and internal stakeholders, helping to ensure works are completed safely, efficiently and on time.

Key Responsibilities

You will:

• Act as a primary point of contact between the client, subcontractors and internal engineering teams.
• Raise, manage and track reactive maintenance jobs from initial request through to completion.
• Coordinate and schedule subcontractor attendance across the contract.
• Raise and track purchase orders and assist with invoice query resolution.
• Prepare, issue and monitor quotations and maintain accurate quotation trackers.
• Monitor progress of ongoing works, chasing updates and escalating delays where required.
• Collate, upload and maintain records of contractor reports, certification and compliance documentation.

What We're Looking For

We are looking for someone who has:

• Previous experience in an administrative or coordination role within Facilities Management, Building Services or a similar environment.
• Strong organisational skills with the ability to manage multiple priorities in a fast-paced environment.
• Experience raising purchase orders, managing quotations and supporting financial processes.
• Strong attention to detail and the ability to maintain accurate records and documentation.
• Good working knowledge of Microsoft Office applications, particularly Excel, Outlook and Word.
• Experience using CAFM systems would be advantageous, although full training will be provided.

We're always evolving our benefits to ensure we're attracting and retaining great people. Some of what you can expect includes:

• 25 Days Holiday + Bank Holidays with an option to Buy/Sell additional days
• Pension with a leading provider and employer contribution
• Personal Wellbeing and Volunteer Days
• Private Medical Insurance
• Life Assurance
• Salary sacrifice car scheme (Hybrid/Electric Vehicle)
• Free 24/7 365 Employee Assistance Program to support mental health and well-being (including counselling sessions and legal advice)
• Flexible benefits to choose from inc: Dental Insurance, Gym Membership, Give As You Earn, Travel Insurance, Tax Free Bikes

Next Steps:

As a business, we’re on a journey to build on our culture where everyone is included, treated fairly and with respect. This starts with recruitment and how we bring people into the organisation.

We’ll do our best to outline the recruitment process to you ahead of time with plenty of notice. If you require any accommodations to participate in the application or interview process, please let us know and we will work with you to ensure your needs are met.

About Us:

We are one of the leading independent engineering and services businesses in the UK. Founded in 1921, with a turnover of £500m and 3000 employees, we are proud of our history of developing great people through our investment in training.

Working across a variety of sectors within the building and infrastructure industry, our innovative, responsible and forward-thinking approach allows us to work on fantastic ground-breaking projects, providing solutions using the latest tools and technologies.

Progression is something we value, and we will make sure that when you join us you have a clearly defined development path, supported by regular reviews, training and ongoing support to enable you to be the best you can be.