Contract Administrator
About the Company:
OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award‑winning services within facilities management, hard services, cleaning, security and catering.
Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values — Trust, Respect, Unity, and Empowerment.
About the Role:
Based at the OCS FM office in Bilston, the Contract Administrator will ensure that the Operational Team is provided with the key contract support mechanisms to assist in the delivery of the East Business Unit FM contracts. The role involves developing and maintaining effective relationships and ensuring that pro‑active communication is maintained continuously with all internal and external stakeholders. The Contract Administrator will be allocated responsibility for specific FM contracts and work closely with the Operations Managers, Maintenance staff and Commercial Manager to ensure OCS FM’s contractual responsibilities are met on a daily basis.
The individual must work in accordance with the OCS FM values, IMS policy and procedures, be reliable, conscious and professional at all times. They must be able to work on their own initiative and have good time‑management and organisational skills.
Key Duties & Responsibilities
* Act as liaison with the helpdesk team in Head Office for nominated contracts to ensure all incoming work orders are logged accurately and in line with the contractual SLA’s.
* Proactively schedule and allocate reactive and planned work orders to nominated contract engineers and/or subcontractors to ensure compliance with contract attendance and completion SLA’s.
* Facilitate arrangement of site access requests for sub‑contractors and in‑house employees with respective client representatives.
* Proactively review Maximo and Power BI dashboards to identify work orders that are at risk or breaching SLA; communicate risk, suggested remedies, and coordinate responses between site‑based, subcontractors and operational teams to minimise risk.
* Liaise with sub‑contractors and in‑house operatives to confirm attendance details for all works raised and ensure appropriate reports are received and work orders closed with accurate date/times. Support operational teams by updating Maximo job notes directly.
* Review breached helpdesk work orders, facilitate completion of work orders and negotiate mitigation or extension of time requests or other appropriate relief events to minimise risk.
* Update planned maintenance records from site PPM visits including raising any PM defects, filling and issuing records & reports.
* Ensure statutory compliance records are filed and kept up to date in Maximo and within nominated contract files.
* Proactively manage open work orders, including provision of weekly contract PPM & reactive progress reports.
* Support Operations Manager to ensure accuracy of PPM planners within Maximo including the completion of concession requests.
* Assist with the provision of documents where required, including provision of monthly contract reports, work‑stream trackers, contractual letters, memos, reports, dealing with confidential documents etc. in an efficient and effective manner.
* Support small‑works quotation process, including liaising with internal operational team, suppliers and clients to provide small‑work quotations in line with contractual SLA’s.
* Provide administrative support to specific remedial work, project work or sustainability programs where required.
* Support admin and operations team in developing and mapping contract processes.
* Communicate effectively with operational team and customers where appropriate.
* Any other duties that may be required to facilitate the efficient operation of the contract, or as instructed by the Operations Manager.
Qualifications or Required Experience
* Experience in the facilities management industry desirable.
* Awareness of health and safety legislation.
* Confident communicator with excellent customer interaction skills.
* Ability to manage and prioritise workload.
* Administration skills, including use of CAFM system and Microsoft Office applications (Word, Excel, Visio, Project).
Competencies
* Analytic and numeric.
* Detail orientation.
* Ability to present concise data.
* Excellent communication skills.
How to Apply
If you are interested in joining a business that encourages professional development, career progression and the chance to work with inspirational people, please click apply and register your interest. You can also sign up to our job alerts when registering which will notify you when other suitable vacancies are available.
We are an equal‑opportunity employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.
Seniority level
Entry level
Employment type
Contract
Job function
Management and Manufacturing
Industries
Facilities Services
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