Facilities Contract Administrator - Wigston, LE18 2BG

Apleona Hsg S.P.A.; Leicester; On-site; GBP 21,000 - 30,000; Full time

Job summary

JCW Apleona is seeking a Facilities Contract Administrator to support a large contract from our Wigston office. You will handle administration tasks, process job sheets to invoices, and maintain client portals with up-to-date documentation.

The role requires solid office experience, good IT skills with Excel/Word, and a reliable, organised approach. Hours are 9:00am–5:00pm, with no hybrid working, and full training provided.

Qualifications

• Good experience of working within an office environment and within an administration background.
• Good customer services skills, well presented and articulate with a good telephone manner
• Experience of working on M&E maintenance contracts previously would be advantageous
• Experience of data entry previously would be advantageous
• Motivated and trustworthy
• Well organised with good IT and administration skills including Excel and Word.

Responsibilities

• Working on a large and growing contract and the administration link within our office.
• Processing incoming job sheets to invoicing stage via our systems.
• Handling queries on the administration side in a timely manner.
• General administration/office duties including preparing documents, producing files and filing
• Liaison with other offices as required.
• Keeping the client’s portal database up to date on a daily basis.
• Uploading certification to the client’s portal system to maintain our compliance for the contract terms.
• Ordering monthly filters/belts
• Providing reports as required.
• Keeping on top of WIP.
• Raising quotations daily.
• Liaising with suppliers daily for prices/quotations.
• Potential of attending client meetings as required.
• Supporting the account managers on the contract as required.
• Liaising with sub-contractors regularly to ensure paperwork is received and visits are being completed.
• Raising purchase orders to sub-contractors.
• Keeping on top of the hire spreadsheet/liaising with the site managers/liaising with the supplier. - two weekly call basis.
• Raising sub-contractor and supplier orders.
• Supporting the team on raising requisitions for engineers where required.
• Any other administration duties as required by the administration manager.

Skills

Office administration

Customer service

Data entry

IT skills

Tools

Excel

Word

Job description

The details for the selected vacancy are shown below.

• Advert Title Facilities Contract Administrator - Wigston, LE18 2BG
• Advert Text

  JOB TITLE: Facilities Contract Administrator

  LOCATION: Wigston, LE18 2BG

  Hours – 9:00am to 5pm (no hybrid working)

  About us:

  • JCW Apleona is a reputable and well-established Building Services company specialising in M&E Engineering including commercial gas and HVAC maintenance
  • Close working relationships with high profile clients meaning long term contracts and security
  • Dedicated to all aspects of maintenance and repair on a wide range of appliances including commercial boilers/burners, oil, chillers, air conditioning
  • Operating a mobile team of mobile engineers with various skillsets across the UK
  • Excellent reputation for delivering quality and high standards of service
  • JCW Apleona is a leading organisation in M&E Building Maintenance, Air Conditioning and Commercial/Domestic Heating

  What we are looking for as a Facilities Contract Administrator with:

  • Good experience of working within an office environment and within an administration background.
  • Good customer services skills, well presented and articulate with a good telephone manner
  • Experience of working on M&E maintenance contracts previously would be advantageous
  • Experience of data entry previously would be advantageous
  • Motivated and trustworthy
  • Well organised with good IT and administration skills including Excel and Word.

  As a Contract Administrator, you will be:

  • Working on a large and growing contract and the administration link within our office.
  • Processing incoming job sheets to invoicing stage via our systems.
  • Handling queries on the administration side in a timely manner.
  • General administration/office duties including preparing documents, producing files and filing
  • Liaison with other offices as required.
  • Keeping the client’s portal database up to date on a daily basis.
  • Uploading certification to the client’s portal system to maintain our compliance for the contract terms.
  • Ordering monthly filters/belts
  • Providing reports as required.
  • Keeping on top of WIP.
  • Raising quotations daily.
  • Liaising with suppliers daily for prices/quotations.
  • Potential of attending client meetings as required.
  • Supporting the account managers on the contract as required.
  • Liaising with sub-contractors regularly to ensure paperwork is received and visits are being completed.
  • Raising purchase orders to sub-contractors.
  • Keeping on top of the hire spreadsheet/liaising with the site managers/liaising with the supplier. - two weekly call basis.
  • Raising sub-contractor and supplier orders.
  • Supporting the team on raising requisitions for engineers where required.
  • Any other administration duties as required by the administration manager.

  We’ll provide you with full training once you start and make sure that you have everything you need to do a great job.

  You will work 37.5 hours per week and you will have access to employee benefits that will be available to you as soon as you start.

  We are an equal opportunities employer who deliver facilities management services to clients all over the UK and with vacancies in your area this is a great time to join our teams.

  This role will be working for JCW Energy Services, who are part of the Apleona Group