Contract Coordinator

Mitie; Liverpool; On-site; GBP 25,000 - 35,000; Full time

Benefits offered by this job

Virtual GP and family health support

Salary Finance – access earned pay in

Choices lifestyle platform with extra

Five additional holidays per year

MiDeals discounts

Cycle-to-work scheme

Life cover (up to 4x salary)

Enhanced pension contributions

Save-as-you-earn scheme

Mitie Matching Share Plan

Mitie Stars recognition with monthly &

Job summary

Mitie is seeking an organised facilities administrator to support on-site operations for account and engineering teams in the UK. You will coordinate planning, scheduling and administration, maintaining accurate records, and ensuring compliance in line with client requirements.

The role requires attention to detail, experience with financial systems and Microsoft Office, and a proactive approach to supporting delivery teams with contractor documentation, RAMS and permits.

Qualifications

• Strong administration experience with high attention to detail and accurate data entry.
• Good knowledge of financial systems and Microsoft Office with strong financial awareness.
• IOSH and health & safety awareness and knowledge of hard services desirable.
• Excellent organisation and time management, able to prioritise, work independently and meet deadlines.
• Strong customer service, communication and relationship-building skills with a proactive approach.

Responsibilities

• Provide facilities administration support, maintaining site records, compliance documentation, logbooks and electronic filing.
• Raise purchase orders and process goods receipting through SAP/Maximo for maintenance works.
• Coordinate and schedule engineers, contractors and approved suppliers meeting client priorities.
• Manage compliance, RAMS, permits and contractor documentation, including audits and certifications.
• Maintain CAFM systems, trackers and portals, produce weekly/monthly reports and assist billing with supporting docs.

Skills

Administration

Attention to detail

Microsoft Office

Financial awareness

Customer service

Time management

Tools

SAP

Maximo

CAFM systems

Job description

Job OverviewProvide high-quality onsite support to the Account and Engineering teams, coordinating planning, scheduling and administration to ensure efficient service delivery. Maintain accurate financial and compliance records, process operational documentation through business systems, and manage and audit subcontractor paperwork to ensure company and client requirements are consistently met.

Main Duties

• Provide comprehensive facilities administration support, maintaining accurate site records, compliance documentation, logbooks and electronic filing systems.
• Raise purchase orders and process goods receipting through SAP/Maximo, supporting reactive, planned and quoted maintenance works.
• Coordinate and schedule engineers, contractors and approved suppliers, ensuring client priorities are met and works are completed efficiently with minimal operational disruption.
• Manage compliance, RAMS, permits and contractor documentation, including contractor audits and ensuring all required certification is accurately completed and recorded.
• Maintain CAFM systems, quotation trackers and customer portals, producing weekly/monthly performance reports, updating completed works and providing supporting documentation for billing.

What we are looking for

• Strong administration experience with excellent attention to detail and accurate data entry skills.
• Good knowledge of financial systems and Microsoft Office, with strong financial awareness.
• IOSH and health & safety awareness, with knowledge of hard services and facilities management desirable.
• Excellent organisation and time management skills, with the ability to prioritise workloads, work independently and meet deadlines.
• Strong customer service, communication and relationship-building skills, with a flexible, proactive approach to teamwork and continuous improvement.

Our market-leading offering provides you with benefits that suit your lifestyle.

We have a virtual GP on hand for you and members of your household. So you can get expert advice by video or phone without having to leave your home. We offer financial wellbeing assistance through our Salary Finance scheme. For example, you could access 50% of your earned pay before payday for a small fee. Salary Finance also offers competitive loans.

When you join us, we'll give you a link to our flexible lifestyle benefits platform, Choices. You might choose to purchase up to five extra days' holiday each year. You might buy critical illness insurance, seek dental treatment or buy technology products at an affordable cost. There are many choices!

We give you access to high street discounts from thousands of well-known retailers, gyms and more through our MiDeals platform. And we have a cycle-to-work scheme. Life cover of up to four times your salary is available. We also offer enhanced pension contributions, a save-as-you-earn scheme, and a Mitie Matching Share Plan (you could even be awarded free shares in Mitie).

We award our employees with Mitie Stars as recognition for their hard work. There are cash prizes up for grabs each month and at the end of the year there's a chance to scoop a top prize of £10,000!

Our success is a direct result of the experience and quality of our people. Progressing your career is therefore a top priority for us. We offer a diverse variety of training and development avenues via a wide selection of learning resources to suit you.

Since 1987, Mitie's 84,000 employees have been maintaining companies globally. We are the UK's leading facilities management and professional services company, and our clients range from household names in banking, critical government sites as well as hospitals and schools.

Together our diversity makes us stronger.