Contract Administrator

Harrold Jones Services - Part of Ventro; King's Norton; On-site; GBP 32,000 - 46,000; Full time

Benefits offered by this job

Competitive salary

Training & development

Career progression

Job summary

Ventro Group, via its HJS division, is seeking a highly organised Contracts Administrator to join our access systems team. The role spans residential, commercial and public sector environments, coordinating engineers, clients, suppliers and internal teams to ensure contracts are delivered on time and to exacting standards.

Based at our facilities in the UK, you will log jobs, manage SLAs, raise quotes with the estimating team, process invoices, maintain client portals and support audits.

Qualifications

• Experience in contracts administration or service coordination.

Responsibilities

• Manage contracts for maintenance and repair of access systems, ensuring SLAs are met.
• Schedule and log jobs and track progress through completion.
• Coordinate engineer visits and liaise with tenants, housing officers and clients.
• Raise quotes and liaise with estimating team as required.
• Order materials and liaise with suppliers to support timely completion.
• Maintain client portals and provide status updates.
• Raise and process invoices within required timeframes.
• Work closely with engineers to meet client specifications and quality standards.
• Prioritise urgent issues and coordinate emergency repairs.
• Investigate recurring faults and escalate as needed.
• Maintain documentation for audits and reporting.
• Build relationships with housing associations, local authorities and commercial clients.

Job description

Ventro Group is a leading fire safety and building compliance business, delivering critical life safety services across the United Kingdom. Backed by private equity investment from KLAR Partners, we are on an ambitious growth trajectory - scaling our operations, investing in our people, and setting new standards across the fire safety sector.

Operating through our specialist brands - Ventro, Firntec, and HJS - we provide a comprehensive range of fire safety and building compliance solutions including:

• Active fire protection: fire alarm design, installation, commissioning, and maintenance
• Passive fire protection: fire stopping, compartmentation surveys, and remediation
• Fire risk assessments and building compliance consultancy
• Fire door inspection, maintenance, and replacement

With KLAR Partners’ investment and strategic support, Ventro Group is positioned for significant expansion. This is an exciting time to join a business that is professionalising at pace, building best-in-class infrastructure, and making a genuine difference to the safety of buildings and the people who live and work in them.

The Role

HJS, our specialist access systems division, is seeking a highly organised and proactive Contracts Administrator to join the team.

Operating across residential, commercial, and public sector environments, HJS delivers installation, maintenance, and repair of access control systems to housing associations, local councils, and commercial clients - with a strong focus on safety, compliance, and service excellence.

This role sits at the heart of operations, acting as the central coordination point between engineers, clients, suppliers, and internal teams. You will manage a busy and varied workload, ensuring contracts are delivered efficiently, service levels are met, and communication flows smoothly across all stakeholders.

Key Responsibilities

• Manage contracts for the maintenance and repair of access systems, ensuring all SLAs are consistently achieved
• Schedule and log jobs, tracking progress through to completion and following up on outstanding works
• Coordinate engineer visits, booking access with tenants, housing officers, and client representatives
• Handle contract variations, raise quotes, and liaise with the estimating team where required
• Order materials and liaise with suppliers to support timely job completion
• Maintain and update client portals, providing accurate and timely job status updates
• Raise and process invoices accurately and within required timeframes
• Liaise closely with engineers to ensure works meet client specifications and quality standards
• Prioritise urgent issues such as security risks or resident lockouts, coordinating emergency repairs
• Investigate recurring faults or system failures and escalation where necessary
• Maintain accurate documentation to support audits, inspections, and reporting requirements
• Build strong working relationships with housing associations, local authorities, and commercial clients

What We’re Looking For

• Previous experience in contracts administration, service coordination, or a similar operational role
• Strong organisational skills with the ability to manage multiple priorities in a fast-paced environment
• Confident communication skills, with the ability to engage effectively with clients, tenants, engineers, and suppliers
• High attention to detail, particularly when managing records, portals, and invoicing processes
• A proactive, problem-solving mindset with the ability to anticipate and resolve issues
• Experience working with housing associations, local authorities, or within the building services/FM sector (desirable)
• Familiarity with access systems or similar technical services (desirable but not essential - full training provided)

Our Values

At Ventro Group, our values aren’t just words on a wall - they define how we work, how we treat each other, and how we deliver for our customers.

Right from the Start

• Do it once, do it well
• Take pride in quality and deliver excellence every time
• Ensure work is complete and accurate before handing it on
• Always deliver for the customer

Extreme Ownership

• Take accountability for your actions and results
• Understand the impact of your work on others
• Bring solutions, not just problems

Day 1 Mindset

• Stay proactive and avoid complacency
• Keep things simple and focused
• Put the customer at the centre of every decision
• Continuously look for ways to improve
• Be flexible, collaborative, and willing to go the extra mile

What We Offer

• Competitive salary and benefits package
• A varied, hands-on role where your contribution truly matters
• A supportive team environment with strong operational processes
• Opportunity to be part of a PE-backed, high-growth business
• Ongoing training and development opportunities
• Clear pathways for career progression as the business scales
• The chance to work in a sector that makes a real difference to people’s safety

Ventro Group values diversity and promotes equality. We encourage applications from all sections of society and are happy to discuss reasonable adjustments to support your application.