Contract Administrator

ABM UK; Royal Borough of Greenwich; Hybrid; GBP 28,000 - 36,000; Full time

Benefits offered by this job

24/7 GP for you and family

Mental health support

Get Fit Programme

Financial and legal support

Cycle to work scheme

Perks at Work app access

Job summary

ABM UK is seeking an Administrator to provide dedicated administrative support to our Amazon contracts, ensuring site-based processes including quotation preparation, purchase order handling, contractor liaison, compliance support and reporting.

The role supports the site management team and contract delivery leads, helping maintain smooth operations in line with ABM's standards and Amazon's contract requirements. London-based, hybrid work, 3‑month contract, 40 hours/week.

Qualifications

• Strong organisational skills with the ability to manage multiple priorities.
• High attention to detail in document preparation and record-keeping.
• Excellent written and verbal communication skills.

Responsibilities

• Prepare and submit quotations with supporting supplier quotes.
• Raise and receipting purchase orders using IBMS and CAFM systems.
• Update all administrative trackers in IBMS and SharePoint/Teams.
• Support scheduling and closure of approved quotes with contract managers.
• Upload documentation to DMS for billing and audit purposes.
• Assist in maintenance schedules and key PPM dates.
• Coordinate with subcontractors and internal stakeholders within contractual boundaries.
• Maintain supplier documentation in Avetta.

Skills

Organisational skills

Communication

Attention to detail

Multitasking

Tools

IBMS

SharePoint/Teams

DMS

Job description

LOCATION

London office EC2R 8DQ / hybrid working

SHIFT PATTERN

Monday to Friday, 40 hours per week (3 month Contract)

SALARY

Competitive

If you require any additional support or adjustments during the recruitment process, please don't hesitate to contact our Recruitment Department at [e-mail]. We're here to help!

General Overview:

The Administrator will provide dedicated administrative support to our Amazon contracts, ensuring consistent delivery of site-based processes including quotation preparation, purchase order handling, contractor liaison, compliance support, and reporting. This role supports the site management team and contract delivery leads, helping maintain smooth operations in line with ABM's standards and Amazon's contract requirements.

KEY RESPONSIBILITIES

• Preparing and submitting quotations, referencing supporting supplier quotes to ensure transparency and alignment with ABM's agreed mark-up structure.
• Raising and receipting purchase orders accurately using IBMS (or relevant CAFM systems), ensuring all documentation is filed appropriately.
• Maintaining and updating all administrative trackers - including quotes, purchase orders, and compliance trackers - in IBMS and Microsoft SharePoint/ Teams.
• Supporting the scheduling and closure of approved quotes, working closely with contract managers and site managers to ensure work is allocated and delivered.
• Uploading documentation (e.g. supplier quotes, completion evidence, subcontractor job sheets) to DMS and ensuring records are maintained for billing and audit purposes.
• Assisting in the management of maintenance schedules, ensuring visibility of key PPM dates and site-specific requirements.
• Liaising with subcontractors and internal stakeholders to coordinate additional works, consumables, and reactive requests, ensuring these are correctly separated from core PPM activities in line with contractual boundaries.
• Managing and updating compliance systems such as Avetta, ensuring supplier documentation is up to date and verified.
• Assisting with quote authorisation processes, tracking client approvals (e.g. PO or written instruction) and preparing documentation for submission to the client.
• Contributing to weekly and monthly reporting by updating trackers, submitting quote status updates, monitoring outstanding approvals or POs, and supporting the collation of data for contract performance and financial reporting.
• Providing general administrative support to site and contract managers to help deliver operational efficiency.

Strong organisational skills with the ability to manage multiple priorities.

High attention to detail in document preparation, tracking, and record-keeping.

Excellent written and verbal communication skills.

Proficient in Microsoft Office (especially Excel, Word, Teams).

Experience working with CAFM systems (e.g. IBMS) and digital filing systems (e.g. DMS).

Confident in liaising with suppliers, contractors, and clients in a professional and clear manner.

Capable of working independently across multiple sites and adapting to varying operational needs.

Able to maintain a high level of discretion and professionalism in a fast-paced commercial environment.

Desirable:

• Previous experience in a facilities or site administration role.
• Experience in using CAFM system or asset management system.
• Understanding of FM contract structures, especially separation of PPM, reactive, and consumables.
• Familiarity with Amazon processes or working on Amazon sites is a bonus.

Benefits

• 24/7 GP: Both you and your immediate family can speak to a UK-based GP from the comfort of your own home
• Mental Health support and Life Event Counseling
• Get Fit Programme
• Financial and legal support
• Cycle to work scheme
• Access Perks at Work, our innovative employee app where you can find:
• Perks: discounts, gift cards, cashback, and exclusive offers
• Life: Search for resources and tools on topics ranging from family and life to health, money and work
• Support: Online chat or telephone service for urgent support in a crisis

About ABM:

ABM (NYSE: ABM) is one of the world's largest providers of integrated facility, engineering, and infrastructure solutions. Every day, over 100,000 team members deliver essential services that make spaces cleaner, safer, and efficient, enhancing the overall occupant experience. ABM serves a wide range of market sectors including commercial real estate, aviation, mission critical, and manufacturing and distribution. With over $8 billion in annual revenue and a blue-chip client base, ABM delivers innovative technologies and sustainable solutions that enhance facilities and empower clients to achieve their goals. Committed to creating smarter, more connected spaces, ABM is investing in the future to meet evolving challenges and build a healthier, thriving world. ABM: Driving possibility, together.

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