Contract Support Administrator (FM Helpdesk)
£28,000 – £34,000 per annum (dependent on experience)
Location - St Albans (On-Site)
Full-Time, Permanent
PRS are partnered with a UK-based Facilities Management and Building Services contractor delivering hard FM, statutory compliance and specialist maintenance services across commercial, education, healthcare and public-sector estates.
The Opportunity
We’re looking for a Contract Support Administrator to join our FM Helpdesk team. This is a mid-level role ideal for someone with prior Facilities Management helpdesk or contract support experience who thrives in a busy, organised environment and enjoys working independently.
You’ll be responsible for coordinating reactive and planned maintenance activities across a defined portfolio of contracts, building strong working relationships with engineers and Contract Managers, and keeping systems and compliance documentation up to date.
What You’ll Do
FM Helpdesk & CAFM Administration
• Act as a primary point of contact for service requests by phone and email
• Log, prioritise and manage reactive and PPM tasks within the CAFM system
• Allocate work to in-house engineers and approved subcontractors
• Monitor job progress and chase updates to ensure timely task closure
• Maintain accurate CAFM records, asset data and compliance documentation
Planned Maintenance & Compliance Support
• Issue and manage PPM schedules
• Coordinate specialist PPM visits and chase service reports
• Maintain electronic site and contract files to audit-ready standards
• Support Contract Managers with compliance / statutory documentation
Commercial & Financial Administration (Defined Scope)
• Raise, track and close purchase orders using Xero
• Process and validate supplier and subcontractor invoices
• Resolve basic invoice and PO queries (no budget ownership)
About You
Essential
• Previous experience in an FM Helpdesk or Contract Support role
• Experience using a CAFM system in a helpdesk or contract support environment
• Organised, detail-focused and comfortable managing multiple live tasks
• Excellent customer service and stakeholder communication skills
• Able to work independently within a supportive team
Qualifications
• GCSEs (or equivalent) including English and Maths (essential)
• FM, administration, or CAFM-related qualifications (desirable