Contract Support Administrator

OCS Group; Loanhead, Glasgow; On-site; GBP 27,000 - 36,000; Full time

Job summary

OCS UK & Ireland is seeking an organized Contracts Administrator to join the Hard Services team in Loanhead or Glasgow. You will support the Account Director, Compliance Manager and Account Managers, keeping jobs, quotations and compliance records up to date.

You’ll manage your own workload, follow up with subcontractors and suppliers, raise purchase orders, update the CAFM system Concept, and produce reports for the account team.

Qualifications

• Strong administrative experience and the ability to manage competing priorities and deadlines.
• Confidence using Microsoft Office and learning new systems.
• Clear written and verbal communication skills and the ability to build good working relationships with colleagues, clients and suppliers.
• Attention to detail when handling quotations, purchase orders and compliance records.
• A proactive approach to following up outstanding actions and escalating issues when needed.
• An interest in facilities management and an understanding of how accurate administration supports service delivery and cost control.
• Right to work in the UK.

Responsibilities

• Send enquiries to subcontractors, follow up on responses and help prepare and track quotations for the client.
• Raise purchase orders and keep quotation and purchase order records up to date.
• Use Concept, our CAFM system, to update jobs, monitor progress and close completed tasks.
• Follow up on outstanding work with colleagues and subcontractors to help the team meet deadlines and service targets.
• Maintain contract folders, supplier contact lists and escalation procedures.
• Log and track customer escalations, keeping the relevant people informed through to resolution.
• Update compliance records and issue documentation to client sites for their logbooks.
• Download system data and produce reports for the account team. Training will be provided.

Skills

Administrative experience

Communication skills

Relationship building

Prioritization / time management

Tools

Microsoft Office

CAFM Concept (Concept system)

Job description

About The Role:

We’re looking for an organised and proactive Contracts Administrator to join our Hard Services team in Loanhead or Glasgow. You’ll support the Account Director, Compliance Manager and Account Managers in delivering a responsive service to a national client.

You’ll keep jobs, quotations and compliance records up to date, follow up with subcontractors and help the team resolve queries before they cause delays. You’ll manage your own workload while working closely with colleagues, client contacts and suppliers.

What you’ll do

• Send enquiries to subcontractors, follow up on responses and help prepare and track quotations for the client.
• Raise purchase orders and keep quotation and purchase order records up to date.
• Use Concept, our computer-aided facilities management (CAFM) system, to update jobs, monitor progress and close completed tasks.
• Follow up on outstanding work with colleagues and subcontractors to help the team meet deadlines and service targets.
• Maintain contract folders, supplier contact lists and escalation procedures.
• Log and track customer escalations, keeping the relevant people informed through to resolution.
• Update compliance records and issue documentation to client sites for their logbooks.
• Download system data and produce reports for the account team. Training will be provided.

What you’ll bring

• Strong administrative experience and the ability to manage competing priorities and deadlines.
• Confidence using Microsoft Office and learning new systems.
• Clear written and verbal communication skills and the ability to build good working relationships with colleagues, clients and suppliers.
• Attention to detail when handling quotations, purchase orders and compliance records.
• A proactive approach to following up outstanding actions and escalating issues when needed.
• An interest in facilities management and an understanding of how accurate administration supports service delivery and cost control.
• Right to work in the UK.

About The Company:

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values -Trust, Respect, Unity, and Empowerment.

Why Work for OCS?

• Award-Winning Employer: Ranked 36th on Glassdoor’s Best Companies to Work For 2025 — we value and motivate our people.
• Digital Learning: The OCS Academy offers digital courses and resources to help you build skills and grow your career.
• Retail Perks With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.
• Professional Growth: 600+ live learners across UK&I — Empowering colleagues with further development and qualifications!
• Flexible Pay: Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.