Contracts Admin & Helpdesk Specialist – FM & CAFM

Artic Building Services Limited; Greater London; On-site; GBP 28,000 - 42,000; Full time

Job summary

Artic Building Services Ltd in London is seeking a Contracts Support Administrator to join our M&E focused team. You will be the central contact for contract admin and helpdesk tasks, supporting the Contracts Manager and engineers to ensure smooth operation of residential contracts.

You will handle CAFM, quotes, invoicing, and reporting, coordinating reactive and planned works while maintaining SLAs and compliance.

Qualifications

• At least 2 years in a challenging S&M or FM environment.
• Proven CAFM system experience.
• Strong organisation and attention to detail.
• Excellent written and verbal communication.
• Able to prioritise and multi-task under deadlines.
• Advanced IT literacy with Word and Excel.

Responsibilities

• Provide admin support to Contracts Manager and feedback on progress.
• Act as focal point for CAFM and manage high-volume callouts.
• Raise quotes based on costing sheets.
• Track reactive and additional works with costs.
• Ensure invoicing within Artic's timeframes.
• Coordinate reactive and PPM works per contract.
• Liaise with Engineers and Subcontractors; escalate when needed.
• Audit reports for compliance and invoicing flow.
• Compile Hard FM reports for Residential and Mechanical Contracts.
• Ensure PPM data accuracy in CAFM.

Skills

CAFM system proficiency

IT literacy (MS Word & Excel)

Verbal and written communication

Organisational skills

Prioritisation & multi-tasking

Working under pressure

Adaptability

Tools

CAFM software

Job description

Artic Building Services Ltd in London is seeking a Contracts Support Administrator to join our M&E focused team. You will be the central contact for contract admin and helpdesk tasks, supporting the Contracts Manager and engineers to ensure smooth operation of residential contracts.

You will handle CAFM, quotes, invoicing, and reporting, coordinating reactive and planned works while maintaining SLAs and compliance.