Contracts Administrator

(function(w,d,s,l,i){w[l]=w[l]|[];w[l].push({'gtm.start':new Date().getTime(),event:'gtm.js'});var f; City of Edinburgh, Loanhead; On-site; GBP 26,000 - 28,000; Full time

Job summary

A leading facilities management provider is looking for a reliable Contract Administrator to join their team. This role is pivotal in supporting operations and ensuring the efficient delivery of contracts. The ideal candidate will be detail-oriented and proactive, capable of managing multiple priorities in a fast-paced environment. Responsibilities include liaising with teams to monitor work orders, scheduling tasks, and maintaining compliance records. This is a fantastic opportunity to contribute to a dynamic team and develop your career in a supportive environment.

Qualifications

• Awareness of health and safety legislation.
• Strong customer service and communication skills.
• Excellent time management and organizational abilities.

Responsibilities

• Liaise with the helpdesk team to log and monitor work orders.
• Allocate and schedule maintenance tasks to engineers.
• Maintain and update statutory compliance records.

Skills

Customer Service

Communication Skills

Time Management

Organizational Skills

Attention to Detail

Tools

Maximo

Power BI

Job description

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Job Opportunity: Contract Administrator
Location: Loanhead, Edinburgh.
Salary: 26,500 - 28,000 (depending on experience, negotiable)
Reporting to: Administration Manager
Contract Type: Full-time, Permanent

A leading facilities management provider is seeking a reliable and organised Contract Administrator to join its team. This role is essential in supporting the operational team to ensure smooth and efficient delivery of FM contracts. The ideal candidate will be detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Liaise with the helpdesk team to log and monitor work orders in line with SLAs
• Allocate and schedule reactive and planned maintenance tasks to engineers or subcontractors
• Monitor dashboards (e.g. Maximo, Power BI) and highlight risks or SLA issues
• Coordinate site access for subcontractors and in-house teams
• Ensure work orders are accurately closed with appropriate documentation
• Maintain and update statutory compliance records and contract files
• Provide weekly reports on open work orders, PPM status, and reactive maintenance
• Assist with documentation, including monthly reports, trackers, letters, and memos
• Support small works quotations and other project-related admin tasks
• Work with operational teams to develop and map contract processes

Requirements:

• Awareness of health and safety legislation
• Strong customer service and communication skills
• Excellent time management and organisational abilities
• High attention to detail and ability to present data clearly

Resourcing Group is acting as an Employment Agency in relation to this vacancy.

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