Contract Support (Administration)

ICES: Data, Discovery, Better Health; Greater London; Hybrid; GBP 28,000 - 36,000; Full time

Job summary

Artic Building Services Ltd is seeking aContracts Administrator to join the team in London. You will be the central hub for administrative and helpdesk tasks, coordinating CAFM activities, and supporting the Contracts Manager to deliver high-quality service across the Residential contract.

The role requires meticulous organisation, strong IT skills in Word/Excel, and the ability to manage multiple tasks under tight deadlines.

Qualifications

• 2+ years in service & maintenance or facilities management environment.
• CAFM system proficiency is essential.
• Excellent organisational and reporting skills.
• Ability to prioritise and multi-task to meet deadlines.
• Capable of working under pressure to meet SLAs.
• Flexible to overtime as contract demands.

Responsibilities

• Provide admin support to Contracts Manager with progress feedback and issue escalation.
• Serve as focal point for CAFM, handling 100+ daily callouts and maintaining SLAs.
• Raise quotes from costing sheets; track reactive and additional works; ensure invoicing within timeframes.
• Coordinate reactive and Planned Preventative Maintenance per contract measures.
• Liaise with engineers and subcontractors; communicate progress and escalate issues.
• Audit core reports for compliance and assist in compiling Hard FM reports for Residential/Mechanical Contracts.
• Manage PPM data: assets, schedules, scope, inclusions/exclusions in CAFM.

Skills

Organisational excellence

Prioritisation & multi-tasking

Pressure management

Adaptability

IT literacy

Communication

Flexibility

MS Office proficiency

Tools

CAFM system

MS Office

Job description

Job Description: Contracts Support

Location: London Working Hours: Monday to Friday, 8am - 5pm Employment Type: Permanent Start Date: ASAP

About Artic Building Services Ltd: Artic Building Services Ltd is an established and recognised leader within the M&E (Mechanical & Electrical) and Facilities Management sector. With a robust reputation for excellence and high standards, we have successfully built a solid foundation of diverse blue-chip clients across both commercial and public sectors. We pride ourselves on delivering comprehensive and high-quality services to our partners.

About the Role: We are seeking a highly organised and proactive Contracts Administrator to join our dedicated team. This pivotal role will be instrumental in ensuring the smooth and efficient operation of our Residential Contract. You will be the central point of contact for administrative and helpdesk tasks, working closely with our engineering teams, and playing a crucial part in delivering exceptional service to our client. This is a dynamic role requiring a meticulous approach and the ability to thrive in a fast-paced environment.

Key Responsibilities:

• Contract Support & Communication: Provide dedicated administrative support to the Contracts Manager, ensuring frequent, detailed feedback on work progress and escalating any queries or issues promptly.
• Helpdesk & CAFM Management: Act as the focal point for the client's CAFM (Computer-Aided Facilities Management) system, efficiently organising and controlling a high volume of incoming callouts (100+ per day) while strictly adhering to Service Level Agreements (SLAs).
• Financial & Invoicing Administration:
  • Raise all quotes accurately based on costing sheets provided by the Contracts Manager.
  • Track all reactive and additional works, including associated costs, ensuring transparency and accuracy.
  • As a custodian, ensure all works are invoiced within Artic's timeframes and are fully transparent and compliant.
• Works Coordination: Coordinate, administrate, and manage both reactive and Planned Preventative Maintenance (PPM) works in line with strict contract and company performance measures.
• Liaison & Escalation: Liaise effectively with Engineers and Subcontractors, ensuring works standards are maintained, and communicating progress and issues for timely escalation.
• Reporting & Compliance:
  • Demonstrate excellent due diligence when auditing all core company and client reports to ensure compliance and facilitate fluid invoicing.
  • Provide essential administrative support in compiling Hard FM reports across the Residential and Mechanical Contracts.
• PPM Data Management: Ensure all PPM-related items, including assets, schedules, scope of works, and inclusions/exclusions, are accurately managed and updated within our CAFM system.

Skills and Experience Required:

• Proven Experience: At least 2 years of demonstrable experience working within a challenging Service & Maintenance (S&M) or Facilities Management (FM) related environment.
• CAFM System Proficiency: Solid experience in using and understanding a CAFM system is essential.
• Organisational Excellence: Highly logical, organised, and methodical approach to ensure 100% completion of all works.
• Prioritisation & Multi-tasking: Exceptional ability to prioritise and multi-task effectively to a high level, consistently achieving strict deadlines.
• Pressure Management: Proven ability to work efficiently and accurately under pressure to achieve required Client and Contract Service Levels.
• Adaptability: Adaptable to a variety of works and contract demands.
• IT Literacy: Advanced IT literacy in all Microsoft packages, particularly Word and Excel, with the ability to produce detailed reports.
• Communication: Strong verbal and written communication skills for liaising with engineers, subcontractors, clients, and students.
• Flexibility: Willingness to work overtime if and when required to meet contract demands.

Health and Safety:

As a member of the Artic Building Services 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. Your commitment to a safe working environment is paramount.

Why Join Artic Building Services?

This is an excellent opportunity to join a leading and reputable company within the M&E and Facilities Management sector. You will be an integral part of a key contract, contributing directly to client satisfaction and operational success. We offer a permanent position with competitive compensation and the chance to develop your career within a supportive and dynamic environment.