An exciting opportunity has arisen for a highly organised and proactive Contract Administrator to join a dynamic facilities management team supporting reactive maintenance across multiple sites. This vital role is perfect for someone who thrives on coordination, has an eye for detail, and enjoys being at the heart of keeping operations running smoothly.
The Role:
Working as part of a supportive and experienced team, the Contract Administrator will oversee the management and allocation of reactive maintenance tasks. Using CAFM software, they will ensure service requests are swiftly assigned, engineers are properly scheduled, and all documentation is up to date — keeping everything running like clockwork.
Key Responsibilities Include:
* Monitoring and managing the shared service inbox, responding to or forwarding queries promptly.
* Reviewing new maintenance tasks and allocating them to the right engineer or subcontractor based on skillset.
* Coordinating engineer schedules in Simpro, managing changes for last-minute absences.
* Uploading and reviewing compliance documentation, ensuring all necessary certificates and paperwork are received.
* Raising job numbers and purchase orders with accurate details.
* Chasing outstanding reports and inspection paperwork from subcontractors.
* Raising and tracking quotations for additional works and following through to the client's purchase order stage.
* Handling incoming phone enquiries and supporting clients with updates.
* Collaborating across departments to meet SLAs, maintain compliance, and reduce penalties.
The Ideal Candidate:
* Previous experience in a similar administrative/helpdesk role within maintenance or facilities.
* Experience overseeing external contractors or engineers.
* Confident using Microsoft Office and CAFM systems such as Simpro.
* Excellent communication skills – both written and verbal.
* High attention to detail and a problem-solving mindset.
* Organised, adaptable and thrives in a fast-paced environment.
This is a fantastic role for someone who enjoys balancing organisation with people-focused work and is looking for the next step in a growing team. If you’re confident under pressure, enjoy being part of a team, and have a solid background in administration or helpdesk support, this could be the role for you.