Contract Support Administrator

Pareto Facilities Management Ltd; Oxford; On-site; GBP 29,000 - 35,000; Full time

Job summary

Pareto Facilities Management Ltd is recruiting for a Contract Support Administrator to join at Harwell Campus in Didcot. You will provide essential admin and operational support to Contract Managers, engineers, subcontractors and clients to keep facilities services running smoothly.

The role involves coordinating maintenance, managing service requests, and maintaining compliance records with strong attention to detail. Site-based hours ensure consistent service delivery across the campus.

Qualifications

• Previous administration experience within facilities management or similar.
• Experience coordinating engineers, contractors or service activities.
• Good working knowledge of Microsoft Office and CAFM or job management systems.
• Excellent organisational skills and ability to manage competing priorities.
• Strong communication and professional client-facing approach.
• High attention to detail and accuracy.
• Proactive, adaptable attitude and able to work independently or in a team.

Responsibilities

• Manage day-to-day contract administration, including reports and documentation.
• Assist with quotations, purchase orders and cost tracking.
• Maintain CAFM/job management data and close completed jobs.
• Prepare regular reports on helpdesk performance and updates.
• Log, schedule and monitor planned and reactive maintenance jobs.
• Coordinate workloads with engineers and subcontractors.
• Support the Contract Manager in meeting SLAs and KPIs.

Skills

Administration experience

Microsoft Office

CAFM systems

Organisational skills

Communication skills

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’ll 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.

Ready to Apply?

If you're an experienced administrator or contract support professional looking for your next opportunity in facilities management, we’d love to hear from you.

Apply today and become part of the Pareto FM team at Harwell Campus.