Contract Administrator

Thermatic Group; Salford; Hybrid; GBP 26,000 - 34,000; Full time

Benefits offered by this job

33 days holiday (incl bank holidays)

Auto-enrolment Pension

Death in Service Insurance 4X salary

Private Medical Insurance (no excess)

Dental & Optical cash back scheme

Employee Assistance Programme

Virtual GP support

Health discounts and annual health‑sce

Annual health screening

Enhanced Family Leave policies

Free parking

Company events

Gym facilities onsite

Referral bonus

Employee of the Month awards

Long Service Awards

Job summary

Thermatic Group is seeking a Contract Administrator to join the operations team, supporting a nationwide contract for Thermatic Technical FM. You will administer contractual processes, allocate work across engineers, maintain client portals, and ensure timely information flow to meet KPI targets.

The role emphasizes admin excellence, customer service, and cross-department coordination. Regular hours are 8am–5pm, with opportunities for remote work part of the week.

Qualifications

• Administration experience, preferably within a similar role with the facilities management industry.
• Commercial awareness of operational impact
• Basic understanding of customer needs and expectations
• UK geographical knowledge
• Technical awareness would be advantageous
• Strong customer service and interpersonal skills
• Multitasking and time management to manage multiple customers and tasks
• Attention to detail and strong organisational skills

Responsibilities

• Respond to questions and requests for information - internally and/or externally
• Support all administrative tasks on contract, from initial call out to completion
• Prepare quoted works and follow on visits for controlled handover to TSC
• Ensure client portal is keep up to date with all relevant information
• Review previous day’s work to assess status of work, inform and action where appropriate
• Answer all external calls and emails in a timely manner
• Confirm delivery of required parts prior to engineer allocation
• Billing of jobs as and when required
• Deliver excellent customer service through all channels of communication - email, phone or portal
• Ensure compliance with contractual requirements (KPI’s)

Skills

Administration

Customer service

Multitasking

Time management

Attention to detail

Interpersonal skills

Analytical skills

Negotiation

Tools

MS Office

CRM systems

Job description

We are looking for a Contract Administrator to join our account teams supporting a contract operating across the UK at Thermatic Technical FM.

Thermatic Technical FM provide complete nationwide coverage, across the full spectrum of Hard FM services to large, commercial clients. Our team of mobile engineers are supported by the account teams at Head Office to provide both reactive breakdown and planned maintenance services to our clients.

As a Thermatic Contract Administrator you are a member of the Operations team. The Operations Team’s main aim is to deliver agreed services to our customers with the upmost standard and efficiency, whilst maintaining and delivering all cost lines.

As a Contract Administrator you will support this purpose by administrating the contract between the customers and our engineers, ensuring the contract runs smoothly and efficiently and distributing work across the teams.

The Benefits:

• 33 days holiday (inc bank holidays) + a day off on your Birthday


• Auto-enrolment Pension


• Death in Service Insurance @ 4 X salary


• Extensive Healthcare & Wellbeing provisions including:
  
  
  
  • Private Medical Insurance (no excess)
  
  
  • Dental & Optical cash back scheme
  
  
  • Employee Assistance Programme
  
  
  • Access to virtual GP support
  
  
  • Health discounts
  
  
  • Access to annual health screening
  
  
  
  


• Enhanced Family Leave policies


• Free parking


• Company events


• Gym facilities onsite


• Referral bonus


• Employee of the Month awards


• Long Service Awards

Hours & Location of Work:

• Main location - Thermatic Head Office, Salford. Opportunities to work remotely for a portion of the working week will be available


• Regular hours of work - Monday to Friday, 8am to 5pm - 40 hour working week

Skills, Experience & Qualifications:

• Administration experience, preferably within a similar role with the facilities management industry


• Commercial awareness of operational impact


• Basic understanding of customer needs and expectations


• UK geographical knowledge


• Technical awareness would be advantageous


• Strong customer service and interpersonal skills to deal with different customers and departments within the business


• Multitasking and time management skills to manage multiple customers and tasks at the same time


• Attention to detail and strong organisational skills


• Outstanding problem-solving skills to address customer complaints or needs


• Analytical skills for analysing customer data


• Advanced negotiation and motivational skills are desirable

Responsibilities include:

• Respond to questions and requests for information - internally and/or externally


• Support all administrative tasks on contract, from initial call out to completion


• Prepare quoted works and follow on visits for controlled handover to TSC


• Ensure client portal is keep up to date with all relevant information


• Review previous day’s work to assess status of work, inform and action where appropriate


• Answer all external calls and emails in a timely manner


• Confirm delivery of required parts prior to engineer allocation


• Billing of jobs as and when required


• Deliver excellent customer service through all channels of communication - email, phone or portal


• Ensure compliance with contractual requirements (KPI’s)

Our People

We’re a business built on people and it’s the people that make us different from other companies. If you believe your skills and experience can bring value to this role then we'd love to hear from you.

We’re a diverse group and encourage our people to be independent thinkers and collaborative doers to create a supportive culture full of passion.

We provide opportunities for growth and development across our organisation through apprenticeships, professional qualifications, management training, and on the job learning. As a business that is continually growing, we’re looking to attract the best talent in the industry to grow our workforce and join our combined efforts towards our goals.

Thermatic Group is an Equal Opportunities employer and takes is responsibilities relating to Equality, Diversity, & Inclusion seriously. For further information, you can request a copy of our Equality, Diversity & Inclusion Policy.

Guaranteed Interview Commitment - We have made a commitment to improve employment opportunities for ex-military personnel. Therefore, you will be guaranteed an interview if you meet both the criteria for the commitment and the essential job role criteria.