Contract Administrator

Manchester Arndale; Loanhead; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading facilities management company based in the UK is seeking a Contract Administrator to support operational teams in delivering FM contracts. The role involves liaising with the helpdesk, managing work orders, and ensuring compliance with contractual obligations. Candidates should possess experience in facilities management, strong communication skills, and proficiency in Microsoft Office tools. This position offers opportunities for professional growth in a diverse and inclusive work environment.

Qualifications

• Experience in the facilities management industry desirable.
• Awareness of health and safety legislation.
• Ability to manage and prioritise workload.

Responsibilities

• Act as liaison with the helpdesk team for work orders.
• Schedule and allocate work orders to contract engineers.
• Review dashboards to identify at-risk work orders.

Skills

Experience in facilities management

Confident communicator

Good time management

Analytic and numeric skills

Attention to detail

Tools

Microsoft Office Suite

CAFM system

Job description

About The Company

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award‑winning services within facilities management, hard services, cleaning, security and catering. Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

About The Role

Job Description

Based at the OCS FM office in Bilston, the Contract Administrator will ensure that the Operational Team is provided with the key contract support mechanisms to assist in the delivery of the of the East Business Unit FM contracts. They will be responsible for developing and maintaining effective relationships and ensuring that pro‑active communication is maintained continuously with all internal & external stakeholders. The Contract Administrator will be allocated responsibility for specific FM contracts and work closely with the Operations Managers, Maintenance staff and Commercial Manager to ensure OCS FM’s contractual responsibilities are met on a daily basis.

The individual must work in accordance with the OCS FM values, IMS policies and procedures, be reliable, conscious, and professional at all times. They must be able to work on their own initiative and have good time management and organisational skills.

Key Duties & Responsibilities

• Act as liaison with the helpdesk team in Head Office for nominated contracts to ensure that all incoming work orders are logged accurately and in line with the contractual SLA’s.
• Proactively schedule and allocate reactive and planned work orders to nominated contract engineers and or subcontractors to ensure compliance with Contract attendance and completion SLA’s.
• Facilitate arrangement of site access requests for sub‑contractors and in‑house employees with respective client representatives.
• Proactively review Maximo and Power BI dashboards to identify work orders that are at risk or breaching SLA. Proactively communicate risk, suggested remedies and co‑ordinate responses between site based, sub‑contractors and operational teams to minimise risk.
• Liaising with sub‑contractors and in‑house operatives to confirm attendance details for all works raised and ensure appropriate reports are received and work orders closed with accurate date/times. Supporting operational teams by updating Maximo Job Notes directly.
• Reviewing breached helpdesk work orders, facilitate the completion of work orders, potential mitigation or extension of time requests or other appropriate relief events to minimise risk.
• Updating planned maintenance records from site PPM visits including raising any PM defects, filling and issuing of records & reports
• Ensuring that Statutory Compliance records are filed and kept up to date in Maximo and within nominated contract files.
• Proactive management of open work orders including provision of weekly contract PPM & reactive progress reports.
• Support Operations manager to ensure accuracy of with PPM planners within Maximo including the completion of concession requests.
• Assist with the provision of documents where required, to including provision of Monthly contract reports, work stream trackers, contractual letters, memos, reports, dealing with confidential documents etc in an efficient and effective manner.
• Support small works quotation process including liaising with internal operational team, supplier, and clients to provide small work quotations in line with contractual SLA’s.
• Provide Administrative support to specific remedial work, project work or sustainability programs where required.
• Support admin and operations team in developing and mapping contract processes.
• Communicate effectively with Operational team and Customers where appropriate.
• Any other duties that may be required to facilitate the efficient operation of the contract, or as instructed by the Operations Manager.

Qualifications or Required Experience

• Experience in the facilities management industry desirable.
• Awareness of health and safety legislation
• Confident communicator with excellent customer interaction skills.
• Ability to manage and prioritise workload.
• Administration skills, including use of CAFM system and Microsoft Office applications including Word, Excel, MS Visio, MS project.

Competencies

• Analytic and numeric
• Diligent with an attention to detail
• Ability to present concise data
• Excellent communication skills

How to Apply

If you are interested in joining a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply and register your interest! You can also sign up to our job alerts when registering which will notify you when other suitable vacancies are available.

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.