Contract Co-Ordinator

Murray Recruitment; Glasgow; On-site; GBP 27,000 - 32,000; Full time

Job summary

A recruitment agency is seeking a Contract Coordinator for an office-based role in Glasgow. The successful candidate will manage projects within facilities management, coordinate teams, and ensure compliance. Offering a competitive salary of £27,000 to £32,000 per annum, along with benefits like annual leave and a pension scheme.

Benefits

25 days annual leave plus 8 statutory holidays

Company pension scheme

Share scheme participation

Employee discount programme

Additional flexible benefits available

Qualifications

• Previous experience in a planning or coordination role within Facilities Management or Building Services.
• Experience in a service administration environment is preferred.
• Highly organised and self-motivated with a strong work ethic.

Responsibilities

• Coordinate planned and reactive works for facilities management contracts.
• Liaise with teams to track job progress and ensure compliance.
• Prepare and present monthly reports for client submission.

Skills

Planning

Coordination

Communication

Organizational skills

Problem-solving

Tools

CAFM systems

Maximo

Job description

Murray Recruitment are recruiting a Contract Coordinator for our client based in Glasgow.

Role Overview

This is a full-time, permanent opportunity for an experienced Contract Coordinator to support a dedicated facilities management contract. The successful candidate will be responsible for coordinating planned and reactive works, ensuring compliance, and supporting both the client and operational teams. This is a varied role that requires strong communication, planning, and organisational skills within a busy and fast-paced environment.

Key Responsibilities

• Weekly review and update of Aged PPM, Current PPM, Reactive, and Quoted Works within the CAFM system.
• Liaise with regional planners and operations teams to chase open jobs and elevate issues where required.
• Manage and support Uploader changes, including reviews and submission with Line Manager.
• Review and cleanse data for accuracy, e.g. duplication of tasks.
• Liaise with subcontractors for planned works and ensure timely completion and certification uploads.
• Support suppliers without portal access to upload documentation and follow remedial processes.
• Ensure purchase orders are raised promptly for reactive and quoted works within SLA timeframes.
• Assist Account Manager with financial WIP processing and goods receipting.
• Prepare and present monthly Power BI reports for client submission.
• Extract data from systems such for the management team.
• Attend client operational meetings and follow up on actions.
• Act as the first point of escalation for client and FM team work order issues.
• Monitor statutory compliance backlog and ensure remedial actions are followed up.
• Support reactive works analysis and access arrangements for service partners.
• Coordinate booking of works, permits, RAMS, and present weekly access schedules to the client.
• Log annual purchase orders and track on Purchase Order tracker.
• Process remedial actions following service works within client spend limits.
• Deputise for the Account Manager when required.
• Coordinate multiple subcontractors planned works, including client, alarms, and security liaison.
• Prepare documentation for internal client audits and support with external remedials.
• Issue jobs to managed vendors and provide client updates.
• Act as the first contact for Soft Services, Landscaping, Waste, Pest Control, and Compliance.
• Accurately minute procedural meetings and manage internal SharePoint contract files.

Skills & Experience

• Previous experience in a planning or coordination role within Facilities Management or Building Services.
• Experience in a helpdesk, contract coordination, or service administration environment.
• Proficient with CAFM systems; experience with Maximo is advantageous.
• Highly organised, self-motivated, and able to manage own workload.
• Excellent communication skills and ability to multi-task in a fast-paced setting.
• Strong work ethic with a proactive and problem‑solving approach.

Offering

• Salary: £27,000 – £32,000 per annum (depending on experience)
• Full‑time, permanent role – office‑based in Glasgow
• Working hours: Monday to Friday, 40 hours per week between 8:00am and 5:00pm
• 25 days annual leave plus 8 statutory holidays
• Company pension scheme
• Share scheme participation
• Employee discount programme
• Additional flexible benefits available