Contract Administrator - KCL

Artic Building Services Limited; Dartford; On-site; GBP 27,000 - 38,000; Full time

Benefits offered by this job

Sickness Scheme

Job summary

Artic Building Services Limited is seeking a Contracts Administrator to operate from our head office in Dartford, handling daily administration for recently awarded contracts. The role requires strong MS Word/Excel/Outlook skills, CAFM system experience, and the ability to coordinate engineers and subcontractors to meet service levels.

The successful candidate will manage paperwork, support the Contract Manager, and ensure accurate invoicing within required timeframes; adaptability and attention

Qualifications

• Experience in service & maintenance environments preferred but not essential.
• Experience using and understanding a CAFM system preferred.
• Able to coordinate, administrate and manage reactive and PPM works in line with contract measures.
• Adept at PPM items ensuring assets, schedule, scope of works, inclusions/exclusions are tracked in CAFM.

Responsibilities

• Provide dedicated support to the Contract Manager for all contracts and works matters.
• Upload and manage paperwork and progress updates; ensure timely invoicing.
• Coordinate, administrate and progress works to contract service levels.
• Liaise with engineers and sub‑contractors; escalate issues when needed.

Skills

Organised

Confident

Pro‑active

People skills

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

CAFM system

Job description

Job Description

Artic Building Services is a leader in Hard Facilities Management across London and the Home Counties. We offer a comprehensive suite of technical and engineering solutions, ensuring the smooth operation of your Mechanical, Electrical, and Hard FM Plant.

Artic Building Services Ltd is an established and recognised leader within the M&E and Facilities Management sector. Via our standards and reputation within this industry we have successfully attained a solid foundation of varied blue‑chip clients both commercial and public.

In order to support this growth, the business requires a Contracts Administrator, to operate from our head office in Dartford, administrating recently awarded contracts. The successful candidate will be pivotal in taking ownership for the daily administration of paperwork and processes associated to these contracts.

Skills Required

• Organised
• Confident
• Pro‑active
• Efficient in Microsoft Word, Excel and Outlook
• Have good people skills and be able to manage engineers

Job Duties

• Preferably experience of working within a challenging Service & Maintenance related environment, however this is not essential.
• Preferably experience in using and understanding a CAFM system.
• Ability to co‑ordinate, administrate and manage reactive and PPM works in line with strict Contract and Company performance measures.
• Adept in PPM related items ensuring Assets, Schedule, Scope of Works, Inclusions/Exclusion items are undertaken via our CAFM system.
• Provide dedicated support to the Contract Manager for all contracts and works matters, communicating frequent and detailed feedback on works progress or queries.
• Ability to work under pressure to achieve required Client + Contract Service Level.
• Demonstrate excellent standards of due diligence when auditing all core company and client reports, to ensure that we remain compliant, and works can be invoiced in a fluid manner.
• Adaptable to a variety of works and contract demands.
• Have a logical and organised method to the 100% completion of all works.
• Able to prioritise and multi‑task to a high level, whilst achieving strict deadlines.
• Able to liaise with Engineers and Sub‑Contractors and ensure standards of works are maintained and communication of progress and issues are escalated.
• IT literate in all Microsoft packages especially Word and Excel – in order to produce detailed Excel and Word reports.
• Ability to work overtime if and when required.
• Custodian of ensuring invoicing of all works are completed within Artic timeframes and fully transparent.
• Be the focal point for ensuring PPM’s are raised with monthly hrs tracked and closed with applicable updates checked with the Contract Manager.
• Raise all quotes, as per costing sheet from Contract Manager.

Health & Safety

As a member of the team, you will be required to fulfil our legal duty to take reasonable care for the health and safety of yourself and others who may be affected by your actions, and to follow all guidance and instructions given in this respect.

Equal Opportunity

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, colour, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability.

What we offer

• Sickness Scheme