Contract Support Administrator

Pareto FM; Oxford; On-site; GBP 29,000 - 35,000; Full time

Job summary

Pareto FM is seeking a diligent Contract Support Administrator to join our Harwell Campus team in Didcot. You will provide administrative and operational support to Contract Managers, engineers and clients, keeping maintenance schedules, records and compliance up to date.

With 45 hours a week at site, the role demands excellent organisation, attention to detail and the ability to manage multiple priorities in a busy facilities environment.

Qualifications

• FM administration experience in facilities management or helpdesk.
• Experience coordinating engineers or contractors.
• Proficient in Microsoft Office and CAFM or job management systems.
• Excellent organisational skills and ability to manage priorities.
• Strong communication with clients and colleagues.
• Detail-oriented with proactive, adaptable mindset.

Responsibilities

• Keep operations organised: manage day-to-day contract administration, reports, records and documentation.
• Coordinate engineers and contractors: log, schedule and monitor maintenance jobs; coordinate workloads; follow up on outstanding works; ensure PPM visits are scheduled.
• Support clients and service delivery: be a key contact for client queries; work with managers and procurement teams; support SLAs and KPIs.
• Maintain compliance and quality: organise compliance records; ensure RAMS and paperwork are complete; coordinate inspections; identify process improvements.

Skills

Organised

Proactive

Facilities management experience

Contract support

Service coordination

Microsoft Office

CAFM

Job management systems

Attention to detail

Communication skills

Independent and team work

Tools

CAFM system

Job management system

Job description

Contract Support Administrator – Harwell Campus

Location: Harwell Campus, Didcot, Oxfordshire
Salary: £32,000 per annum
Hours: 45 hours per week, 8:00am–5:00pm
Working Pattern: Site-based

Join Pareto FM – Help Keep Harwell Campus Running Smoothly

Are you an organised, proactive administrator with experience in facilities management, contract support or service coordination?

We're looking for someone who enjoys keeping things organised, solving problems and making sure everything runs smoothly behind the scenes.

If you thrive in a busy environment, enjoy working with different teams and take pride in delivering excellent service, we'd love to hear from you.

About the Role

We're looking for an organised and proactive Contract Support Administrator to join our team at Harwell Campus in Didcot.

You'll play a key role in keeping our facilities management operations running smoothly, providing administrative and operational support to our Contract Managers, engineers, subcontractors and clients.

From coordinating maintenance schedules and managing service requests to maintaining compliance records and supporting day-to-day operations, you'll help ensure services are delivered efficiently and to a high standard.

This is a varied role, ideal for someone who enjoys working in a busy environment, has excellent attention to detail and takes pride in keeping everything organised and on track.

What You'll Be Doing

Keeping Operations Organised

• Manage day-to-day contract administration, including reports, records and documentation.
• Assist with quotations, purchase orders and cost tracking.
• Maintain accurate information within CAFM and job management systems, including closing completed jobs.
• Prepare regular reports, including helpdesk performance and service updates.

Coordinating Engineers and Contractors

• Log, schedule and monitor planned and reactive maintenance jobs.
• Coordinate workloads with engineers and subcontractors.
• Follow up on outstanding works, inspections and remedial actions.
• Ensure planned preventative maintenance (PPM) visits are scheduled on time.

Supporting Clients and Service Delivery

• Act as a key contact for client queries, providing professional and timely responses.
• Work closely with managers, engineers, procurement teams and subcontractors to resolve issues.
• Support the Contract Manager in meeting service level agreements (SLAs) and key performance indicators (KPIs).

Maintaining Compliance and Quality

• Organise and maintain compliance records, certificates and contractor documentation.
• Check that risk assessments, method statements (RAMS) and associated paperwork are complete.
• Help coordinate inspections and compliance activities.
• Identify opportunities to improve processes and service delivery.

What We're Looking For

We're particularly interested in candidates who have:

• Previous administration experience within facilities management, contract support, maintenance helpdesk or a similar environment.
• Experience coordinating engineers, contractors or service activities.
• Good working knowledge of Microsoft Office and CAFM or job management systems.
• Excellent organisational skills and the ability to manage competing priorities.
• Strong communication skills and a professional approach to dealing with clients and colleagues.
• High attention to detail and accuracy.
• A proactive, adaptable attitude and the confidence to work independently and as part of a team.

Why Join Pareto FM?

At Pareto FM, we believe great facilities management is about more than maintaining buildings. It's about delivering exceptional service, building strong relationships and creating environments where people can thrive.

You will be joining a collaborative team where your organisational skills, initiative and contribution will make a real difference to the day-to-day delivery of our services.