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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