The Contract Coordinator plays a key on‑site role in supporting the successful delivery of a fully managed Facilities Management (FM) contract. This position is responsible for coordinating all planned preventative maintenance (PPM) activities, managing reactive callouts, maintaining accurate contract documentation, and ensuring smooth communication between the client, service partners, and internal FM teams.
The role ensures high‑quality service delivery, compliance with contractual obligations, and an excellent on‑site customer experience.
Responsibilities:
PPM Coordination
1. Schedule, coordinate, and monitor all Planned Preventative Maintenance (PPM) visits in line with the contract requirements.
2. Ensure all PPM activities are completed on time, with correct documentation and certification received, reviewed, and filed.
3. Liaise with engineers, subcontractors, and internal stakeholders to confirm access arrangements and resolve scheduling conflicts.
4. Maintain the PPM planner, ensuring it remains accurate and up to date.
Reactive Callout Management
5. Receive, log, prioritise, and allocate reactive maintenance requests via the CAFM/helpdesk system.
6. Track callouts from initial request through to completion, ensuring SLA and KPI compliance.
7. Communicate expected response times, updates, and outcomes to the client as required.
8. Escalate high‑risk, urgent, or overdue tasks to the Contract Manager or relevant service teams.
On‑Site Coordination & Administration
9. Act as the first point of contact for all FM queries on site.
10. Support the Contract Manager with performance reporting, KPI tracking, and monthly reporting.
11. Maintain accurate and organised contract documentation, including risk assessments, service reports, certificates, and compliance records.
12. Assist in managing subcontractor attendance, inductions, permits to work, and site access.
Customer Service & Stakeholder Engagement
13. Build strong working relationships with the client, site users, suppliers, and engineering teams.
14. Provide clear communication and updates on works, disruptions, and planned activities.
15. Support continuous improvement initiatives to enhance service delivery and customer satisfaction.
The above does not represent an exhaustive list of responsibilities and tasks but indicates the main responsibilities required. The Company reserves the right to require employees to perform other duties from time to time.
Qualifications and Experience:
16. Experience in a facilities management, helpdesk, or coordination role.
17. Strong organisational and administrative skills.
18. Excellent communication abilities.
19. Proficiency with CAFM systems
Salary and Benefits:
20. Salary depending on experience
21. Company Pension
22. Life assurance
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Full Job Description attached