Contract Administrator

Manchester Arndale; Nottingham; Hybrid; GBP 20,000 - 26,000; Full time

Benefits offered by this job

Hapi app discounts

Wagestream pay access

Job summary

OCS UK & Ireland is seeking an administrative assistant based at the client site in Nottingham to support civil and engineering teams with facilities management tasks.

You will handle scheduling, CAFM updates, and reporting while liaising with engineers and the Account Manager to ensure planned and reactive tasks are delivered on time.

Qualifications

• Experience working within facilities management (desirable)
• Strong knowledge of Microsoft Office and general IT
• Highly organised with attention to detail
• Administrative experience is essential
• Experience using CAFM or other management systems (desirable)
• Prior experience in a similar role (desirable)
• Right to Work in the UK required

Responsibilities

• Coordinate scheduling of sub-contractor work
• Update internal CAFM system and reports
• Collaborate with contract helpdesk and engineers to support maintenance tasks
• Provide admin support for on-call rota and contract deliverables
• Assist with budget tracking and cost analysis
• Prepare monthly contract performance reports and KPI metrics
• Maintain accurate contract-related documentation and communications

Skills

Facilities Mgmt experience

Microsoft Office

Excel

IT literacy

Organisational skills

Administrative experience

CAFM systems

Right to Work

Tools

CAFM systems

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.

Why Work for OCS?

Award-Winning Employer: Ranked 36th on Glassdoor’s Best Companies to Work For 2025 — we value and motivate our people.

Digital Learning: The OCS Academy offers digital courses and resources to help you build skills and grow your career.

Retail Perks: With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.

Professional Growth: 600+ live learners across UK&I — Empowering colleagues with further development and qualifications!

Flexible Pay: Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)

About The Role:

You will be based at the clients site in Keyworth (Nottingham), assisting with administrative tasks.

Days of Working: Monday to Friday - 08:00 to 16:30

Key Hiring Criteria:

• Experience working within facilities management (desirable)
• Good understanding and experience with Microsoft Office software packages and general IT knowledge, including intermediate Excel are essential for this position
• Highly organised and detailed
• Administrative experience is essential
• Experience in using CAFM or other management systems (desirable)
• Prior experience in a similar role (desirable)
• Applicant must have the Right to Work in the UK

Key Responsibilities:

• Support with the scheduling of sub-contractor work as and when required
• Updating internal CAFM system
• Working collaboratively with the contract helpdesk
• Working closely with the Account Manager, Tech Supervisor, and engineers to ensure delivery and support of planned maintenance and reactive tasks
• Administrative support for the engineer on-call rota
• Updating customer systems with required contractual updates.
• Financial and Commercial administration
• Administration of contractual deliverables
• Support the Account Director with financial and contractual tasks, including budget tracking and cost analysis
• Prepare and compile monthly contract performance reports, ensuring accuracy and timeliness
• Develop and maintain KPI reports on behalf of the Account Director, highlighting key metrics and performance indicators
• Coordinate with internal teams and external contractors to gather necessary data for reporting
• Maintain accurate and up-to date records of all contract-related documentation
• Ensure effective communication with clients, suppliers, and stakeholders regarding contract performance and compliance.
• Review and submission of reactive and project quotations
• Ensure compliance with relevant regulations, standards, and best practices in contract administration

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.