Overview
Finance and Contracts Administration Manager — Location: Central London Office — Salary: £40,000 - £50,000 + 23 days holiday + bank holidays + package. A leading Mechanical and Electrical Installation and Maintenance contractor specialising in full HVAC/ Mechanical and Electrical support is seeking a dynamic Finance and Contracts Administration Manager. This role combines facilities helpdesk coordination with financial and administrative management, supporting both the Managing Director and senior leadership team in ensuring smooth operational and financial performance.
Responsibilities
* Facilities Helpdesk & Contract Administration
o Schedule PPMs and reactive works for engineers, managing job sheets, works orders, WIP, and updating the CAFM system (Simpro).
o Act as a key point of contact for engineers and clients, booking and following up on reactive works to ensure timely completion.
o Produce client reports, maintain asset management data, and support the Contracts Manager with proactive administration duties.
o Create purchase orders and sales invoices related to maintenance contracts.
* Finance & Administration
o Manage day-to-day bookkeeping (sales, purchases, bank reconciliations, journals).
o Oversee accounts payable and receivable, supplier payments, staff expenses, and payroll coordination.
o Prepare VAT returns, monthly management accounts, and liaise with external accountants for year-end audits.
o Work with project and service managers to track costs, revenue, WIP, and ensure commercial viability of contracts.
o Assist with budgeting, forecasting, and identifying cost-saving opportunities.
Qualifications
* Proven experience in facilities maintenance contract administration (M&E, HVAC or FM).
* Financial administration or accounting experience (AAT/ACCA/CIMA or QBE considered).
* Strong IT skills including Word, Excel, Outlook, and accounting/ CAFM software (Simpro experience an advantage).
* Excellent attention to detail, proactive approach, and ability to liaise confidently with engineers, clients, and senior management.
* Based within commuting distance of Central London
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