Contract Support

Dalkia UK; Greater London; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

25 days holiday increasing with length

Life Assurance

Pension scheme

Private medical insurance

Employee recognition programmes

Employee Referral bonus

Volunteering day

Flexible Benefits Scheme

Company sick pay

Wellbeing programmes

Employee Assistance Programme

Full induction and training

Smartphone and Tablet / laptop

Uniform and PPE

Career portal access

Job summary

Dalkia UK is seeking a Contract Support Administrator based at EDF Hove with travel to London offices. You will provide day-to-day administrative and coordination support for facilities management services, handling work-order management, scheduling, record keeping, customer communications and issue escalation.

This role supports delivery of planned, reactive and quoted works by maintaining records, coordinating attendance and ensuring progress aligns with processes and KPIs.

Qualifications

• Experience in administration, helpdesk, scheduling or a similar support role.
• Experience maintaining electronic records and following agreed processes.
• Experience communicating with customers, colleagues or service providers.
• Experience managing competing tasks and time-sensitive priorities.

Responsibilities

• Work Order & Scheduling: Create, update and progress planned, reactive and quoted work orders within approved systems.
• Coordinate engineer and subcontractor appointments, access arrangements and attendance updates.
• Monitor outstanding and overdue tasks and escalate delays, missed appointments or service risks.
• Prepare basic operational reports, trackers and updates to support contract and facilities management teams.
• Provide clear and timely updates to customers, end users, engineers and internal teams.

Skills

Administration

Organisational skills

Attention to detail

Communication

Microsoft 365

CAFM systems

Multiple tasks management

Education

English proficiency

Numeracy and IT literacy

System training</

Tools

CAFM

Helpdesk software

Maintenance-management systems

Job description

About Dalkia UK

At Dalkia, we're driven by a shared purpose: tackling climate change and building a better, more sustainable future. We bring together talented people who share knowledge, challenge each other and grow together.

At Dalkia, we're driven by a shared purpose: tackling climate change and building a better, more sustainable future. We bring together talented people who share knowledge, challenge each other and grow together.

Backed by EDF, Britain's biggest generator of low carbon electricity, we're a people-first culture. With 5,000+ employees and £600m+ turnover, we combine the strength of a major group with a great culture, innovative mindset and inclusive values making Dalkia a great place to work and grow your career. Dalkia have an opportunity for a mobile Contract Support to join their facilities team, based at EDF Hove, with travel to London offices.

Hours

40 hours per week

Monday – Friday 8am – 5pm

Overview

The Contract Support Administrator provides day-to-day administrative and coordination support for facilities management services, including work-order management, scheduling, record keeping, customer communication and escalation of issues. The role supports the effective delivery of planned, reactive and quoted works by maintaining accurate records, coordinating attendance and helping ensure activities are progressed in line with agreed processes, KPIs and service requirements.

Key Responsibilities & Duties

• Work Order & Scheduling Support
• Create, update and progress planned, reactive and quoted work orders within approved systems.
• Coordinate engineer and subcontractor appointments, access arrangements and attendance updates.
• Monitor outstanding and overdue tasks and escalate delays, missed appointments or service risks.
• Support the effective scheduling of planned maintenance, reactive tasks and approved quoted works.
• Records, Reporting & Administration
• Maintain accurate records of task status, attendance, communications, approvals and completion information.
• File service reports, certificates, quotations and supporting documents in the correct systems.
• Prepare basic operational reports, trackers and updates to support contract and facilities management teams.
• Identify incomplete or inconsistent records and elevate where further action is required.
• Customer & Stakeholder Communication
• Provide clear and timely updates to customers, end users, engineers, subcontractors and internal teams.
• Record enquiries and requests accurately and route them to the appropriate person or team.
• Support positive working relationships through professional communication and reliable follow-up.
• Escalate complaints, unresolved issues or decisions outside the role's authority.
• Commercial Administration
• Raise purchase orders where required approvals and supporting information are in place.
• Maintain records of quotations, purchase orders, costs and invoice-related information.
• Support quotation tracking, Work in Progress updates and invoice queries.
• Escalate unclear, missing or unapproved costs before processing or commitment.
• Compliance & Health and Safety Administration
• Support the tracking of planned, statutory and compliance-related maintenance activities.
• Upload and maintain compliance records, inspection documents and service reports.
• Escalate overdue activity, missing documents or potential compliance concerns to the appropriate manager or technical lead.
• Follow relevant health, safety, information-security and operational procedures.

General

• Complete mandatory training and maintain competence in the systems and processes required for the role
• Provide reasonable support to colleagues and undertake other duties aligned with the purpose of the role.

Person Specification

Skills And Competencies

• Good administration, organisation and prioritisation skills.
• Good attention to detail and ability to maintain accurate records.
• Clear written and verbal communication skills.
• Customer-focused approach and ability to work with internal and external stakeholders.
• Competence in Microsoft 365 applications, including Outlook, Excel, Word and Teams.
• Ability to use, or quickly learn, CAFM, helpdesk or workflow-management systems.
• Ability to manage multiple tasks and escalated issues appropriately

Experience

Essential

• Experience in administration, helpdesk, scheduling, customer service or a similar support role.
• Experience maintaining electronic records and following agreed processes.
• Experience communicating with customers, colleagues or service providers.
• Experience managing competing tasks and time-sensitive priorities.
• Desirable
• Experience within facilities management, maintenance, property services or a service-contract environment.
• Experience using CAFM, helpdesk or maintenance-management systems.
• Experience raising purchase orders, supporting quotations or assisting with invoice queries
• Basic awareness of KPIs, SLAs or compliance records

Essential

Qualifications / Requirements

• Good standard of written and spoken English.
• Good general numeracy and IT literacy.
• Ability to complete required system, health and safety, information-security and role-specific training.

Desirable

• Relevant qualification in business administration, customer service, facilities management or a related discipline
• IWFM Level 2 or 3, IOSH Working Safely, or equivalent awareness-level qualification

Benefits

• 25 days holiday increasing with length of service, plus Bank Holidays + birthday off, + option to purchase additional 5 days
• Life Assurance
• Pension scheme
• Private medical insurance (after 1 year service)
• Employee recognition programmes which reward exceptional achievements
• Employee Referral bonus with generous bonuses for 'referring a friend'
• The opportunity to use one working day per year volunteering to help the local community
• Flexible Benefits Scheme – including eye care voucher, store discounts for major retailers, salary sacrifice electric car vehicle lease scheme, personal IT equipment loans, impartial financial/savings guidance
• Company sick pay
• Access to wellbeing programmes
• Employee Assistance Programme - free, confidential 24/7 365 support on all lifestyle matters
• Full induction and training
• Smartphone and Tablet / laptop (where applicable for role)
• Uniform and PPE (where applicable for role)
• Access to our extensive career portal with career planner tool and online learning

Our Values

People First

It starts with health, safety and wellbeing

Better Together

A collaborative team

Trusted Partners

Dedicated to our clients' success

Taking Responsibility

Making a positive difference

Equity, Diversity & Inclusion

We're committed to an inclusive and fair recruitment process. If you need any adjustments please let us know, in confidence, our team is here to support you.