FM Contract Co-Ordinator

Hollybank Trustees Ltd; Poole; On-site; GBP 36,000 - 48,000; Full time

Benefits offered by this job

Annual leave 33 days

Group pension

Free eyesight test

Health cash plan

Remote GP access

24/7 EAP

Discounted gym membership

Employee referral scheme

Job summary

BJF Group is seeking a proactive FM Contract Coordinator to lead the contract administration function from our on-site location in Poole. The role oversees a small admin team, maintains data integrity and supports compliance and financial processes, acting as a key link between operations, commercial teams and the client.

The successful candidate will have prior senior administrative experience in Hard FM or facilities management, experience supervising an admin team, and familiarity with CAFM

Qualifications

• Experience in a senior administrative role within FM or similar operating environment.
• Experience managing or supervising an administrative team.
• Proficient with CAFM systems and data reporting.
• Good understanding of Safety Regulations.

Responsibilities

• Lead a team of 2–3 Contract Administrators and manage attendance and procedures.
• Oversee administration of reactive, planned and project work.
• Ensure work orders are raised, updated and closed within timescales; log customer requests in CAFM.
• Support engineers and operational managers with admin requirements.
• Maintain CAFM data accuracy and generate reports as required.
• Assist with document control and audit preparation.
• Monitor KPIs and highlight overdue work and risks.
• Act as main contact for client admin enquiries and ensure timely responses.

Skills

Senior admin experience

Team supervision

CAFM systems

Safety regulations

Hard FM experience

Job description

Location: On site / Hamworthy, Poole, UK
job type: Permanent / Full-time
Sector and subsector: Engineering | Administration
Salary: Negotiable salary

Company Description

BJF Group is a leading multi-discipline Main Contractor based across the UK, specialising in delivering high-quality construction projects across various sectors - priding ourselves on our reputation for excellence and attention to detail.

Across the public and private sectors, our teams deliver with care, consistency and accountability. We bring specialist knowledge, a flexible mindset, and a commitment to doing things properly, even in the most complex or sensitive environments.

As we continue to grow, we are seeking a proactive and driven FM Contract Coordinator to lead the contract administration function, ensuring the efficient delivery of administrative support across the contract. The FM Contract Co-ordinator is responsible for managing a small team, maintaining the integrity of operational data, supporting compliance and financial processes, and ensuring work is administered accurately and in accordance with contractual requirements. The role acts as a key link between operational teams, commercial teams and the client to support effective service delivery.

• Lead, manage and support a team of 2–3 Contract Administrators, conduct regular one-to-one meetings, manage annual leave and absences and ensure administrative procedures are consistently followed across the team
• Oversee the administration of reactive, planned and project work
• Ensure work orders are raised, updated and closed accurately within agreed timescale and customer requests are correctly logged within the CAFM system
• Support engineers and operational managers with administrative requirements
• Ensure the CAFM system is maintained with accurate and complete information
• Assist with system improvements and process development and produce data extracts and reports as required
• Maintain document control in line with company procedures and support audit preparation and evidence gathering
• Monitor contract KPIs and administrative performance and highlight overdue work and emerging risks
• Act as a key point of contact for client administrative enquiries, ensuring customer queries are responded to professionally and promptly
• Comply with all company Health & Safety policies and assist with incident reporting processes.
• Work closely with the SDA Regional Manager and Service Managers to support operational delivery.
• Previous experience in a senior administrative role within Hard FM, Facilities Management or a similar operational environment.
• Experience managing or supervising an administrative team.
• Experience using CAFM systems (e.g. SICON, Maximo, Concept, SAP or similar)
• Understanding of Safety Regulations

Other information

• Annual Leave Entitlement: 33 days per annum (inclusive of bank holidays)
• Group Pension Scheme: Provided by Royal London to save for your future.
• Free Eyesight test: Specsavers
• Company Funded Health Cash Plan: helping you spread the cost of essential healthcare like, trips to the dentist.
• Remote GP Access: speedy access to a GP by telephone or online plus electronic prescriptions
• 24/7 EAP Service: free advice, counselling and support for you and your family whenever you need it.
• Discounted Gym Membership at more than 3,000 gyms across the UK.
• Free Eyesight test: Specsavers
• Better BJF Initiative: wellbeing and mental health champions readily available at work.
• Employee Referral Scheme: recommend a personal connection to us and claim a cash reward for their successful hire.

At BJF we look for people who seek:

• A career that will challenge and motivate
• A flexible, supportive, and caring environment
• The opportunity to progress, make key decisions and own their future
• A high level of variety in day-to-day work life

TEAMS Values by BJF Group

Trusted Open, honest and transparent

Excellent The best in everything we do

Agile At the forefront of change

Motivated Driven to continuously improve together

We are an equal opportunities employer, and we welcome applications from all suitably qualified persons regardless of their sex; religious or similar philosophical beliefs; political opinion; race; age; sexual orientation; or, whether they are married or are in a civil partnership; or, whether they are disabled; or whether they have undergone, are undergoing or intend to undergo gender reassignment.

Awarded Silver Armed Forces Covenant Employer Recognition Scheme (2022)

Awarded ‘Management Team of the Year’ at the Surrey Kent Sussex (SKS250) 250 Awards (2022)

Finalists of the Southeast Construction Awards in the Best Construction Project and Best Construction Contractor categories. (2021)