Contracts Administrator – FM Helpdesk & CAFM

ICES: Data, Discovery, Better Health; Greater London; Hybrid; GBP 28,000 - 36,000; Full time

Job summary

Artic Building Services Ltd is seeking aContracts Administrator to join the team in London. You will be the central hub for administrative and helpdesk tasks, coordinating CAFM activities, and supporting the Contracts Manager to deliver high-quality service across the Residential contract.

The role requires meticulous organisation, strong IT skills in Word/Excel, and the ability to manage multiple tasks under tight deadlines.

Qualifications

• 2+ years in service & maintenance or facilities management environment.
• CAFM system proficiency is essential.
• Excellent organisational and reporting skills.
• Ability to prioritise and multi-task to meet deadlines.
• Capable of working under pressure to meet SLAs.
• Flexible to overtime as contract demands.

Responsibilities

• Provide admin support to Contracts Manager with progress feedback and issue escalation.
• Serve as focal point for CAFM, handling 100+ daily callouts and maintaining SLAs.
• Raise quotes from costing sheets; track reactive and additional works; ensure invoicing within timeframes.
• Coordinate reactive and Planned Preventative Maintenance per contract measures.
• Liaise with engineers and subcontractors; communicate progress and escalate issues.
• Audit core reports for compliance and assist in compiling Hard FM reports for Residential/Mechanical Contracts.
• Manage PPM data: assets, schedules, scope, inclusions/exclusions in CAFM.

Skills

Organisational excellence

Prioritisation & multi-tasking

Pressure management

Adaptability

IT literacy

Communication

Flexibility

MS Office proficiency

Tools

CAFM system

MS Office

Job description

Artic Building Services Ltd is seeking aContracts Administrator to join the team in London. You will be the central hub for administrative and helpdesk tasks, coordinating CAFM activities, and supporting the Contracts Manager to deliver high-quality service across the Residential contract.

The role requires meticulous organisation, strong IT skills in Word/Excel, and the ability to manage multiple tasks under tight deadlines.