Contracts Administrator
Industry: Facilities Maintenance
Salary up to £25,500
Hours: Full Time - 8am - 5pm (4pm finish every other Friday)
The Role
We are seeking a competent and proactive Contracts Administrator to provide vital support to our Contracts Manager. This is a varied and fast-paced position, requiring excellent organisational and communication skills to ensure smooth delivery of our services.
Key responsibilities include:
Keeping clients fully updated on job progress
Ordering and managing materials as required
Briefing engineers and ensuring they have the necessary information
Tracking and closing jobs through our internal systems
Ensuring all administration tasks are completed accurately and on time
About You
The ideal candidate will have:
2+ years experience in an administrative or coordination role
Previous experience within the FM (Facilities Management) sector (preferred)
Familiarity with CAFM systems and CRM systems
Strong organisational skills with the ability to manage multiple tasks effectively
Confident communication skills, both with clients and engineers, including by phone
A proactive approach with excellent attention to detail
Day to day the successful candidate will be responsible for:
Handle incoming phone queries from clients, engineers, and suppliers.
Monitor email inboxes, forward and reply to emails
Track job statuses (e.g. awaiting acceptance, on hold) and review weekly.
Raise new job requests
Keep clients updated throughout the job process, including completion updates and next steps.
Support the Contracts Manager with scheduling work for engineers and coordinating with clients.
Update client portals and systems after work is completed, including responding to any follow-up queries.
Generate Purchase orders for material orders
Maintain daily logs and reports
Send attendance confirmations to clients and calendar reminders to staff.
Ensure health and safety procedures are followed, including the use of RAMS for all high-risk or quoted works.
Additional duties will also be required from time to time to support any additional needs of the team or the business
Previous experience within the industry and or purchasing / trade counter experience would be ideal.
Desirable skills include:
Strong communication skills.
A confident ability to resolve problems.
Excellent typing with attention to detail.
Able to work as part of a team or alone when required.
Ability to flex between work flows dependent on business demand.
A knowledge of the construction/ facilities management industry.
Previous experience in a trade environment.
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