Contract Support / Maintenance Planner

HVAC Recruitment; Tadworth; On-site; GBP 33,000 - 35,000; Full time

Benefits offered by this job

25 days holiday

Bank Holidays

Company pension

Employee discount schemes

On-site parking

Subsidised restaurant

Free Nuffield Health gym access

Job summary

HVAC Recruitment seeks a Contract Support / Maintenance Planner to join the on-site FM team at a high-end commercial HQ. You will manage the maintenance calendar, coordinate with subcontractors, and maintain documentation to ensure service delivery and client relationships.

The role is 40 hours per week, Monday to Friday, with a strong emphasis on accuracy, compliance, and collaboration with the on-site M&E team.

Qualifications

• Experience in Contract Support, Maintenance Planning or FM Administration.
• Strong customer service and communication skills.
• Familiar with planning systems and MS Office tools (Outlook, Excel).

Responsibilities

• Manage day-to-day work order process for planned and reactive maintenance.
• Own and manage the 52-week planned maintenance schedule.
• Coordinate with subcontractors and suppliers for bookings.
• Chase service reports and supporting documentation.
• Raise and manage purchase orders and receipts.
• Maintain contractor documentation and SLAs.
• Track remedial works and KPI performance.
• Maintain records in the E-Logbook system.
• Collaborate with on-site M&E and FM teams.
• Nurture client relationships with contractors and suppliers.
• Assist monthly billing and CBRE processes.
• Ensure timely goods receipts and job closure.

Skills

Contract Support

Maintenance Planning

FM Administration

Customer Service

Outlook/Excel

Oracle

Tools

Oracle

Service Insight

E-Logbooks

Job description

Contract Support / Maintenance Planner

Location: High-End Commercial HQ - KT20

Salary: £32,500

Hours: Monday to Friday, 40 hours per week

The Role

We are looking for a highly motivated Contract Support / Maintenance Planner to join the on-site FM team. This is a very client-facing role, working closely with the client and wider facilities team to ensure excellent service delivery and maintain the strong relationship already established on site.

Key Responsibilities

• Manage the day-to-day work order process for planned and reactive maintenance
• Own and manage the 52-week planned maintenance schedule
• Liaise with subcontractors and suppliers to book in works and services
• Chase service reports, paperwork and supporting documentation
• Raise and manage purchase orders
• Ensure all contractor documentation is received, verified and kept up to date
• Manage remedial works and ensure jobs are completed within agreed SLAs and KPIs
• Maintain accurate records on the E-Logbook system
• Work closely with the on-site M&E team and wider FM team
• Maintain strong, professional relationships with the client, contractors and suppliers
• Support statutory compliance across the maintenance function
• Assist with monthly billing, financial reporting and relevant CBRE processes
• Ensure goods received and completed works are receipted in a timely manner

About You

• Previous experience in Contract Support, Maintenance Planning, FM Administration or a similar role
• Understanding of planned and reactive maintenance
• Strong customer service and communication skills
• Confident working directly with clients, contractors and suppliers
• Good working knowledge of Outlook, Word and Excel, including basic formulas and VLOOKUPs
• Experience with systems such as Oracle, Service Insight or E-Logbooks would be advantageous

Package & Benefits

• £32,500 salary
• Monday to Friday, 40-hour week
• Very client-facing position with an excellent existing client relationship
• 25 days holiday + Bank Holidays
• Company pension
• Employee discount schemes
• Further training and development opportunities
• Clear career progression
• On-site parking
• Subsidised restaurant
• Free Nuffield Health gym access