Subcontractor Coordinator

Recruitment Helpline; Cardiff; On-site; GBP 35,000 - 40,000; Full time

Benefits offered by this job

Company pension scheme

Company laptop and mobile phone

Work from home after probation

25 days annual leave plus bank hols

Job summary

Recruitment Helpline is seeking an experienced Subcontractor Coordinator / Supply Chain Coordinator to join our Cardiff team. You will manage a nationwide subcontractor network and oversee allocation from start to finish to ensure timely completion.

You will build relationships with contractors, verify qualifications and compliance, issue purchase orders, monitor SLAs and drive continuous improvement across procurement and field execution.

Qualifications

• Experience in facilities management, maintenance, construction or property services.
• Excellent organisational and multitasking skills.
• Strong communication and negotiation skills.
• Experience working with subcontractors or suppliers.
• Good IT skills and confidence using job management software.
• High attention to detail.
• Ability to prioritise workloads in a fast-paced environment.
• Professional telephone and email manner.
• Desirable knowledge of reactive maintenance or FM.
• Knowledge of purchase order processes.
• Understanding of SLAs and KPIs.
• Experience onboarding contractors.
• Knowledge of compliance documentation (Public Liability Insurance, Employers’ Liability, RAMS, DBS, qualifications etc.).

Responsibilities

• Source and recruit new subcontractors across the UK.
• Build and maintain relationships with reliable contractors.
• Verify contractor qualifications, insurance, certifications and compliance documents.
• Maintain an up-to-date approved subcontractor database.
• Monitor subcontractor performance, response times and quality.
• Allocate reactive and planned maintenance works to suitable subcontractors.
• Issue purchase orders using the company job management system.
• Ensure contractors acknowledge and accept work promptly.
• Match contractors based on location, availability, skillset and cost.
• Monitor live jobs from allocation through to completion.
• Liaise with subcontractors, clients and internal teams regarding updates.
• Chase attendance times, completion reports and photographs.
• Ensure SLAs and client deadlines are achieved.
• Resolve issues preventing successful completion of works.
• Update all job records accurately within the company management system.
• Raise and issue purchase orders.
• Upload completion documentation, invoices and reports.
• Close completed jobs once all documentation has been received and approved.
• Ensure system records remain accurate and audit-ready.
• Check subcontractor invoices against purchase orders.
• Ensure agreed rates are adhered to.
• Identify invoice discrepancies for review.
• Support the finance team with invoice queries where required.
• Identify opportunities to improve subcontractor performance and efficiency.
• Assist in developing preferred supplier networks.
• Help improve internal processes and workflows.

Skills

Source subcontractors across UK

Build relationships with contractors

Verify qualifications & compliance

Maintain subcontractor database

Monitor performance & SLA

Allocate maintenance works

Issue purchase orders

Systematisation & records update

Financial administration basics

Tools

Job management software

Job description

An excellent opportunity for an experienced to join a Subcontractor Coordinator / Supply Chain Coordinator to join a well-established company

Job Type: Full-Time, Permanent.

Salary: £35,000 – £40,000 per annum (depending on experience)

Location: Cardiff

About The Company:

The company is looking for a highly organised and proactive Subcontractor Coordinator to manage our nationwide subcontractor network and ensure jobs are delivered efficiently from allocation through to completion.

What We’re Looking For

We’re looking for someone who enjoys solving problems, building relationships and keeping work moving. The ideal candidate will be confident speaking with contractors, able to think quickly under pressure, and committed to delivering excellent service to our clients. This role is to ensure the company continues to provide a responsive, reliable nationwide facilities management service.

Supply Chain Management

• Source and recruit new subcontractors across the UK.


• Build and maintain relationships with reliable contractors.


• Verify contractor qualifications, insurance, certifications and compliance documents.


• Maintain an up-to-date approved subcontractor database.


• Monitor subcontractor performance, response times and quality.

Job Allocation

• Allocate reactive and planned maintenance works to suitable subcontractors.


• Issue purchase orders using the company job management system.


• Ensure contractors acknowledge and accept work promptly.


• Match contractors based on location, availability, skillset and cost.

Job Management

• Monitor live jobs from allocation through to completion.


• Liaise with subcontractors, clients and internal teams regarding updates.


• Chase attendance times, completion reports and photographs.


• Ensure SLAs and client deadlines are achieved.


• Resolve issues preventing successful completion of works.

System Administration

• Update all job records accurately within the company management system.


• Raise and issue purchase orders.


• Upload completion documentation, invoices and reports.


• Close completed jobs once all documentation has been received and approved.


• Ensure system records remain accurate and audit-ready.

Financial Administration

• Check subcontractor invoices against purchase orders.


• Ensure agreed rates are adhered to.


• Identify invoice discrepancies for review.


• Support the finance team with invoice queries where required.

Continuous Improvement

• Identify opportunities to improve subcontractor performance and efficiency.


• Assist in developing preferred supplier networks.


• Help improve internal processes and workflows.

Essential Skills & Experience

• Previous experience in facilities management, maintenance, construction or property services.


• Excellent organisational and multitasking skills.


• Strong communication and negotiation skills.


• Experience working with subcontractors or suppliers.


• Good IT skills and confidence using job management software.


• High attention to detail.


• Ability to prioritise workloads in a fast-paced environment.


• Professional telephone and email manner.

Desirable

• Experience within reactive maintenance or FM.


• Knowledge of purchase order processes.


• Understanding of SLAs and KPIs.


• Experience onboarding contractors.


• Knowledge of compliance documentation (Public Liability Insurance, Employers’ Liability, RAMS, DBS, qualifications etc.).

Key Performance Indicators (KPIs)

• Average time taken to allocate new jobs.


• Percentage of jobs allocated within SLA.


• Number of new subcontractors onboarded each month.


• Subcontractor response times.


• Jobs completed first time.


• Completion documentation received on time.


• Percentage of jobs closed within 24 hours of completion.


• Invoice accuracy.


• Client satisfaction.


• Subcontractor performance ratings.

Performance Bonus

They believe exceptional performance should be rewarded. In addition to your salary, you’ll have the opportunity to earn a monthly performance bonus based on key operational KPIs, including:

• Successful allocation of jobs within client SLAs


• Timely closure of completed works


• Quality and accuracy of job administration


• Growth and management of our subcontractor network


• Client satisfaction and service delivery


• Compliance and documentation standards


• Maintaining commercial performance and cost control

What We Offer

• Competitive salary of £35,000–£40,000


• Monthly performance bonus


• 25 days annual leave plus bank holidays


• Company pension scheme


• Company laptop and mobile phone


• Working from home following successful completion of probation


• Ongoing training and professional development


• Annual salary review


• Genuine opportunities for career progression as the company continues to grow

The company are building a nationwide facilities management business with ambitious growth plans. This role offers the opportunity to make a real impact by developing our subcontractor network, improving operational efficiency, and helping deliver outstanding service to our clients.

If you’re organised, commercially aware, and thrive in a fast-paced environment, you’ll have the opportunity to build a rewarding long‑term career with the company while being recognised and rewarded for your contribution.

The employer fully supports Equality in Employment. All employment is decided based on qualifications, merit and business need