Contract Administrator

Total Facilities Recruitment Limited; Manchester; Hybrid; GBP 18,000 - 23,000; Full time

Job summary

Total Facilities Recruitment Limited in Manchester is seeking an experienced administrator for a facilities environment. You will support the projects teams by maintaining billable work trackers and logging new items from quote to sign-off, ensuring accuracy and timeliness.

The role requires experience in Building Maintenance or Facilities, strong customer service, and the ability to manage multiple data streams. Mon–Fri 8am–5pm with emphasis on efficient administration and reporting.

Qualifications

• Experience working in a Building Maintenance or Facilities environment is essential.
• Strong administrative and customer service skills required.
• Ability to manage multiple trackers and documents accurately.

Responsibilities

• Handle reactive jobs via customer support process and maintain WIP.
• Prepare reports and maintain electronic records.
• Order materials and manage subcontractor administration.
• Raise POs and invoices and ensure payments align with contracts.
• Coordinate audits, monthly meetings and KPI tracking.
• Collate timesheets, chase data quality and support regional teams.

Skills

Facilities admin

Customer service

Data entry

Invoices & PO

Tools

MS Office

Excel

Job description

My client is a leading Facilities company looking for an experienced administrator.You will have knowledge of working within a Facilities environment and be able to hit the ground running.

Support the projects teams ensuring that all three billable work trackersare maintained, accurate and fully up to date. Logging all new billable works and tracking through from ‘To Be Quoted’ to ‘Signed Off’.

Mon – Fri 8am – 5pm

• Must have experience working in a Building Maintenance company or Facilities industry.

Duties:

• Responsible for all reactive jobs received through the customer support process – ensuring.
• Writing report Dealing with WIP
• Preparation of reports and documentation
• Updating of electronic records
• Material ordering and administration
• Subcontractor’s administration
• Raising PO and invoices
• Production of valuations and presentation of results
• Quote logging and processing
• Collating timesheets from engineers, chasing and checking quality of data
• Contract set-up (PPM / System support)
• Application billing preparation
• that they are processed for payment correctly according to the contract terms, specification, and schedule of rates
• Responsible for all quotations and estimates – ensuring that they are processed for payment correctly according to the contract terms, specification, and schedule of rate
• Chasing and escalation within the regions all SLA & KPI breaches
• Co-ordination of Site Audits
• Co-ordinate monthly meetings and reviews generally
• PPM & Reactive Works Reporting
• Liaising with regional team over client requirements for scheduling ad-hoc works
• Collation of stats for invoicing (reactive and ppm’s)
• Validation of all reactive charges submitted by the regional teams.
• Valuation of all quotations/estimates submitted by the regional teams.
• Assisting colleagues with the team where necessary
• Co-ordinate Audits on behalf of Regional Managers
• Co-ordinate monthly meetings and reviews generally
• Experience in delivering high-class customer service.
• An excellent telephone manner is essential.