Contract Administrator / Coordinator

Confidential; Reigate; On-site; GBP 28,000 - 36,000; Full time

Job summary

Confidential, based at its head office in Reigate, seeks an experienced Contract Administrator, Service Coordinator or Operations Administrator to manage jobs from initial enquiry through to completion. You will coordinate projects, arrange site visits, quotes, scheduling, and liaise with staff and contractors to ensure jobs are completed and invoiced efficiently.

The role requires a highly organised, proactive team player with strong Outlook and MS Office skills, attention to detail and

Qualifications

• Previous experience in contract administration, service coordination, scheduling or operations administration.
• Experience within a service-based industry, ideally construction, engineering, facilities maintenance or building services.
• Experience coordinating jobs, engineers, contractors or field-based teams.
• Excellent organisational skills and the ability to manage competing priorities.
• Confident using Outlook, Microsoft Office and electronic databases.
• Strong communication, customer service and attention to detail.
• A proactive, flexible and team-focused approach, with the ability to take ownership of tasks.
• Experience arranging permits, traffic management, parking suspensions or equipment hire.
• Familiarity with works management, scheduling or CRM systems.

Responsibilities

• Manage customer enquiries and coordinate jobs from initial contact through to completion.
• Arrange site visits, appointments and schedules using multiple Outlook calendars.
• Prepare, issue and follow up quotations, processing accepted work.
• Coordinate staff, contractors, suppliers, equipment and resources.
• Arrange permits, parking suspensions, traffic management and equipment hire where required.
• Monitor job progress, ensure accurate records and arrange prompt invoicing.
• Maintain scheduling databases, monitor workloads and produce KPI reports.
• Handle calls, emails, payments and general administration.
• Build strong relationships with customers, colleagues, suppliers and contractors, resolving issues proactively.

Skills

Contract administration

Service coordination

Scheduling

Operations administration

Tools

Outlook

Microsoft Office

CRM systems

Job description

The Opportunity

Are you an experienced Contract Administrator, Service Coordinator or Operations Administrator who enjoys managing jobs from initial enquiry through to completion?

We are looking for a highly organised and proactive Contract Administrator / Coordinator to join a busy and friendly team at their head office in Reigate.

This is more than a general administration role. You'll play a key part in coordinating customer projects, arranging site visits, preparing quotations, scheduling work, organising staff and contractors, and ensuring jobs are completed and invoiced efficiently.

We're particularly interested in candidates with experience in construction, engineering, facilities maintenance or building services, where coordinating jobs, engineers, contractors and customer requirements is part of their day-to-day role.

Key Responsibilities

• Manage customer enquiries and coordinate jobs from initial contact through to completion.
• Arrange site visits, appointments and schedules using multiple Outlook calendars.
• Prepare, issue and follow up quotations, processing accepted work.
• Coordinate staff, contractors, suppliers, equipment and resources.
• Arrange permits, parking suspensions, traffic management and equipment hire where required.
• Monitor job progress, ensure accurate records and arrange prompt invoicing.
• Maintain scheduling databases, monitor workloads and produce KPI reports.
• Handle calls, emails, payments and general administration.
• Build strong relationships with customers, colleagues, suppliers and contractors, resolving issues proactively.

What We're Looking For

Essential:

• Previous experience in contract administration, service coordination, scheduling or operations administration.
• Experience within a service-based industry, ideally construction, engineering, facilities maintenance or building services.
• Experience coordinating jobs, engineers, contractors or field-based teams.
• Excellent organisational skills and the ability to manage competing priorities.
• Confident using Outlook, Microsoft Office and electronic databases.
• Strong communication, customer service and attention to detail.
• A proactive, flexible and team-focused approach, with the ability to take ownership of tasks.

Desirable:

• Experience arranging permits, traffic management, parking suspensions or equipment hire.
• Familiarity with works management, scheduling or CRM systems.

Important Information

• Based at the company's head office in Reigate, Surrey.
• Fully office-based, Monday to Friday, 5 days per week.
• A full UK driving licence and access to your own transport would be highly advantageous due to the office location.
• The office is dog-friendly, so you'll need to be comfortable around dogs!

Interested?

If you have experience coordinating jobs, people and projects and enjoy being at the heart of business operations, we'd love to hear from you.