Contract Support Central Function / Operations / Overheads · London

Pareto FM; London; Remote; GBP 27,000 - 32,000; Full time

Job summary

A leading company in facilities management is seeking a dedicated Contract Support professional to enhance operations across client contracts. This full-time permanent position, requiring strong administrative and communication skills, offers the opportunity to work in a dynamic environment, ensuring seamless service delivery and compliance. Successful candidates will enjoy a structured work week and be pivotal in maintaining client relations and operational excellence.

Qualifications

• Proven administrative experience in Facilities Management.
• Familiarity with contractor coordination and helpdesk management.
• Strong MS Office and CAFM systems knowledge required.

Responsibilities

• Monitor helpdesk inboxes and allocate tasks to engineers.
• Manage CAFM system for various administrative purposes.
• Coordinate maintenance works and foster stakeholder communication.

Skills

Attention to detail

Organizational skills

Interpersonal communication

Multitasking

Tools

Microsoft Office

CAFM systems

Job description

Location: Remote working with travel as requested

Salary: Up to £32,000 (Depending on Experience)

Working Hours: Monday to Friday, 8:00am – 5:00pm (40 hours per week)

Employment Type: Permanent, Full-Time

About the Role

We are seeking an experienced and highly organised Contract Support professional to join Pareto FM, supporting operations across multiple client contracts. The successful candidate will play a pivotal role in ensuring the smooth day-to-day administration and coordination of facilities services, working closely with engineers, sub-contractors, Finance and the Contract Managers.

Key Responsibilities

• Monitor central helpdesk inboxes, log jobs, and allocate reactive tasks to engineers and contractors.
• Manage CAFM system for PPMs, reactive works, and compliance documentation.
• Track job progress, update stakeholders, and ensure timely job closure with all necessary paperwork to achieve SLAs.
• Coordinate planned and reactive maintenance works, inspections, and remedial actions.
• Raise purchase orders, track supplier invoices, and assist with financial reporting including P&L, WIP, and debt reports.
• Upload and assess RAMS and compliance documents; follow up on outstanding paperwork from contractors.
• Assist in generating quotes, raising extra works, and planning call-outs or deliveries.
• Maintain accurate people records, including new starters and staff changes.
• Support HSEQ compliance with logbooks, PPE, training records, and toolbox talks.
• Create monthly customer reports and participate in contract review meetings.
• Foster strong internal and external relationships, ensuring effective communication at all levels.

Key Requirements

• Proven administrative experience, ideally within Facilities Management.
• Helpdesk experience and familiarity with contractor coordination.
• Strong knowledge of Microsoft Office and CAFM systems.
• Excellent attention to detail and organizational skills.
• Professional phone/email manner and interpersonal communication abilities.
• Ability to multitask and meet deadlines in a fast-paced environment.