Contracts Administrator
Location: Office Based – London, W1T
Hours of Work: Full-Time, 9:00am – 5:00pm, Monday–Friday (1 hour unpaid lunch)
Salary: £32,000–£35,000 per annum (dependent on experience)
Contract: Permanent
Role Overview
Contracts Administrator is a key operational role within the Small Works Department, responsible for coordinating the efficient delivery of Planned Preventative Maintenance (PPM), reactive works, and small works quotations.
This position ensures work progresses smoothly from initial instruction through to completion and commercial handover. You will manage scheduling, SLA performance, documentation control, subcontractor coordination, and purchasing support to enable engineers and subcontractors to deliver consistent, compliant outcomes for clients.
Working within a fast-paced maintenance environment, the Planner plays a critical role in protecting service performance, supporting quote conversion, and maintaining strong client relationships.
Key Skills & Behaviours
* Strong organisational and time management skills with the ability to prioritise competing demands
* Experience within maintenance, FM, service desk, or scheduling environments preferred
* Confident communicator via email and telephone, building effective working relationships with clients, engineers, subcontractors, and suppliers
* Detail-oriented with strong ownership of job progression, documentation control, and system updates
* Ability to manage SLA risk and escalate issues proactively
* Commercial awareness, supporting accurate quote submission and conversion
* Comfortable following written procedures and learning new systems quickly
* Proficient in Microsoft Office; CAFM/service desk software experience desirable (Joblogic knowledge beneficial)
* Experience supporting surveys, subcontractor costing, and raising client quotations advantageous
* Able to work independently while contributing to a collaborative team
Duties & Responsibilities
* Plan and schedule daily engineering activities, allocating work efficiently across direct labour and subcontractors
* Manage and maintain the Joblogic planner, ensuring all PPM and reactive jobs are accurately booked and delivered within agreed SLAs
* Coordinate PPM visits, liaising with clients to arrange access and issuing required RAMS and permits where required
* Schedule reactive works and remedials promptly, providing clear ETAs and progressing jobs through to completion
* Monitor SLA performance, identify jobs at risk, reprioritise workloads, and escalate issues where necessary
* Maintain accurate customer portal updates, including job status, progress notes, and completion documentation
* Arrange and coordinate small works surveys, ensuring clear scope capture including notes, photos, and measurements
* Liaise with subcontractors for survey attendance and cost returns, clarifying scope inclusions, exclusions, and lead times
* Prepare, issue, and track client quotations, ensuring submissions are clear, complete, and recorded within systems
* Actively follow up issued and expired quotes, responding to client queries and supporting conversion into scheduled works
* Raise and process purchase orders, source competitive pricing, and procure parts, plant, and equipment to prevent delays
* Monitor hired equipment availability and maintenance status
* Ensure service reports, worksheets, and documentation are uploaded to company systems and submitted to clients in a timely manner
* Oversee job lifecycle administration within Joblogic, progressing paperwork from holding stages through to closure
* Transfer completed job folders accurately to the finance team to support prompt invoicing
* Produce monthly KPI and performance reports and support client meetings with operational updates
* Provide team coordination support including calendar management, meeting scheduling, and holiday cover
* Utilise CAFM/service desk systems effectively to maintain smooth operational communication
What We Offer
* Competitive salary package (£32,000–£35,000 depending on experience)
* Permanent, full-time position within a stable and growing organisation
* Supportive team environment with structured systems and processes
* Investment in training and professional development
* 24 days annual leave plus bank holidays
* Employee-Owned Trust participation
* Company Pension Scheme
* Long-term career progression opportunities
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