Facilities contract lead

Dalkia UK; Camden Town; On-site; GBP 60,000 - 80,000; Full time

Job summary

A leading facilities services provider in the UK is seeking a proactive Lead Contract Support to manage a small administrative team at Imperial College London. This role involves ensuring back-office operations run smoothly while providing high-quality support to operational teams. The ideal candidate has strong leadership skills and experience in facilities management, alongside excellent communication and organisation abilities. Familiarity with CAFM systems, particularly Planon, is preferred.

Qualifications

• Proven experience in a Contract Administrator role within Facilities Management.
• Strong leadership and team management skills.
• Solid understanding of CAFM systems, preferably Planon.
• Experience in process improvement, compliance, and driving high standards.

Responsibilities

• Manage, train, and develop the Contract Support Team.
• Oversee scheduling and planning of PPM tasks.
• Handle client and supplier queries and manage shared inboxes.
• Process quotations, POs, invoices, and timesheets.
• Ensure documentation and service reports are accurate.
• Identify and implement improvements to raise service standards.

Skills

Team Leadership

Operational Coordination

Client & Supplier Support

Financial & Commercial Support

Process Improvement

Excellent communication

Customer service capabilities

High level of organisation

Tools

CAFM systems

Planon

Job description

We’re looking for a proactive and highly organised Lead Contract Support to join our team based at the prestigious Imperial College London. In this key role, you'll lead a small administrative team, ensuring smooth back‑office operations and delivering high‑quality support to operational teams and stakeholders.

What you’ll be doing?

• Team Leadership: Manage, train, and develop the Contract Support Team, ensuring high performance and effective cover for absences.
• Operational Coordination: Oversee scheduling and planning of PPM tasks, access arrangements, permits to work, and CAFM updates to meet KPIs and SLAs.
• Client & Supplier Support: Handle client and supplier queries, manage shared inboxes, attend meetings, and follow up on actions.
• Financial & Commercial Support: Process quotations, POs, invoices, and timesheets, and support accurate financial reporting and compliance with payment terms.
• Reporting & Compliance: Ensure documentation, service reports, and QMS records are accurate, complete, and uploaded to CAFM.
• Process Improvement: Identify and implement improvements to raise service standards and operational efficiency.
• Proven experience in a Contract Administrator role within Facilities Management.
• Strong leadership and team management skills.
• Excellent communication and customer service capabilities.
• High level of organisation, with the ability to prioritise and multi‑task.
• Solid understanding of CAFM systems, preferably Planon.
• Experience in process improvement, compliance, and driving high standards.

About Dalkia

At Dalkia, we’re passionate about delivering high‑quality facilities services that keep our clients' buildings running smoothly. We promote a culture of safety, collaboration, and professional growth.

EEO Statement

We are committed to equity, diversity, and inclusion. We ensure that every applicant is treated fairly and respectfully throughout our selection process. If you require any adjustments, please inform us in confidence. Our talent acquisition team is here to assist you.