Contract Support

Dalkia UK; Greater London; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Competitive salary

25 days' annual leave

Pension scheme

Private medical insurance

Flexible benefits

Job summary

Dalkia UK is hiring for a Contract Support on the Imperial College London contract at Hammersmith. Based on site, you will coordinate planned maintenance, book visits, and ensure timely completion with Planon and other systems.

This busy role requires strong organisation, accuracy in records, and clear communication by phone and email with engineers, subcontractors, and colleagues. You will help manage the helpdesk inbox, generate reports, and support monthly deadlines to keep service delivery

Qualifications

• Experience coordinating maintenance jobs, service visits or work orders in a busy support team.
• Strong organisation and follow-up skills, with the ability to track several tasks and meet deadlines.
• Attention to detail when checking reports, updating systems and maintaining records.
• Confidence handling enquiries by phone and email, and communicating with engineers, contractors and colleagues.
• Good Microsoft Office skills and the ability to learn new job-management systems.

Responsibilities

• Allocate PPM tasks to the appropriate engineers and subcontractors, and coordinate bookings at least one month before the work is due
• Track scheduled work, follow up outstanding tasks and chase engineers and subcontractors for service reports and completion evidence
• Check and upload maintenance records and documentation to Planon and other contract systems
• Complete the administrative closure of PPM jobs in Planon, following SFG20 and contract guidelines, by the sixth working day of the following month
• Record defects and remedial work identified during PPM visits, ensuring the related Planon job reference is captured
• Arrange site access, permit information and parking for engineers and subcontractors in line with Imperial College London procedures
• Monitor the shared inbox, answer helpdesk calls and respond to enquiries or direct them to the appropriate colleague
• Produce operational reports and support the Lead Contract Support with subcontractor orders, invoice queries and other contract administration
• Work closely with engineers, supervisors, subcontractors and colleagues to keep PPM activity on track, and provide cover for reactive contract support when needed

Skills

Organisational skills

Coordination

Communication

Microsoft Office

Attention to detail

Tools

Planon CAFM

SFG20

Job description

Contract Support

Location: Hammersmith, London - Imperial College London Hours of Work: Monday to Friday, 08:00-17:00 Reporting to: Lead Contract Support

About the Role

We are looking for an organised Contract Support professional to help coordinate planned preventative maintenance (PPM) across our Imperial College London contract.

Based at Hammersmith, you'll book maintenance visits for Dalkia engineers and subcontractors, track work through to completion and make sure service reports and other evidence are recorded accurately in Planon. You'll also help manage the shared inbox and helpdesk, responding to enquiries and keeping colleagues informed of progress.

This is a busy coordination and administration role where good follow-up, accurate records and meeting monthly deadlines make a real difference to service delivery.

Key Responsibilities

• Allocate PPM tasks to the appropriate engineers and subcontractors, and coordinate bookings at least one month before the work is due
• Track scheduled work, follow up outstanding tasks and chase engineers and subcontractors for service reports and completion evidence
• Check and upload maintenance records and documentation to Planon and other contract systems
• Complete the administrative closure of PPM jobs in Planon, following SFG20 and contract guidelines, by the sixth working day of the following month
• Record defects and remedial work identified during PPM visits, ensuring the related Planon job reference is captured
• Arrange site access, permit information and parking for engineers and subcontractors in line with Imperial College London procedures
• Monitor the shared inbox, answer helpdesk calls and respond to enquiries or direct them to the appropriate colleague
• Produce operational reports and support the Lead Contract Support with subcontractor orders, invoice queries and other contract administration
• Work closely with engineers, supervisors, subcontractors and colleagues to keep PPM activity on track, and provide cover for reactive contract support when needed

What We're Looking For

We'd be particularly interested in hearing from people with experience in an FM helpdesk, maintenance coordination, PPM administration or contract support role. You may have worked with engineers or contractors to book visits, update jobs and follow up outstanding paperwork.

You'll bring:

• Experience coordinating maintenance jobs, service visits or work orders in abusy support team
• Strong organisation and follow-up skills, with the ability to track several tasks and meet deadlines
• Attention to detail when checking reports, updating systems and maintaining records
• Confidence handling enquiries by phone and email, and communicating with engineers, contractors and colleagues
• Good Microsoft Office skills and the ability to learn new job-management systems

Experience using Planon or another CAFM system, or working with PPM schedules and SFG20, would be helpful. You do not need to have used Planon specifically to apply.

Why Join Us?

Join a collaborative team supporting the delivery of Facilities Management services across a large university contract. You'll play a key part in keeping planned maintenance organised, recorded and completed on time.

Benefits

• Competitive salary
• 25 days' annual leave plus Bank Holidays, with the option to buy up to five additional days
• An additional paid day off to celebrate your birthday
• Pension scheme with up to 8% employer contribution matching
• Life assurance and Company sick pay
• Private medical insurance after 12 months, including optional dependant cover
• Flexible benefits tailored to your lifestyle, including retail discounts, electric vehicle schemes, eye care and technology loans
• Access to wellbeing resources and a confidential 24/7 Employee Assistance Programme
• Employee recognition awards and referral bonuses
• One paid volunteering day annually to support a cause that's important to you
• Company-issued technology where applicable
• Training and opportunities for career progression across our Facilities Management and wider Group businesses

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.

Documents

• ICL - Contract Support - JD.pdf (45.14 KB)