Contract Administrator

Location: Ledbury
Reports to: Helpdesk Manager

Salary: Starting 24,000 pa

Hours: Monday to Friday 9am – 5pm 37.5 hours a week

 

We are looking for a highly organised and detail-oriented Contract Administrator to join our team for the mobilisation of a new contract. This is an exciting opportunity for an individual who thrives in a fast-paced environment and is eager to contribute to the smooth delivery of services from the outset. You will be instrumental in the day-to-day management of schedules, materials, permits, and client interactions, ensuring that all operations are compliant, efficient, and fully aligned with client expectations.

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Key Responsibilities:

• Contract Mobilisation: Assist in the smooth mobilisation of a new contract, ensuring all tasks are set up, deadlines are met, and the necessary processes are in place for a seamless transition.

• PPM Scheduling & Monitoring: Ensure that all tasks are logged accurately within our CAFM system, allocated, and completed according to the agreed timeframe, proactively addressing any potential delays or issues.

• Job Management: Raise and manage work orders in a timely manner, coordinating with contractors and technicians to ensure jobs are completed to the highest standards and within set timescales.

• Permit Applications: Ensure all necessary permits for works are obtained in advance and kept up to date. Liaise with clients and relevant authorities to ensure compliance with health, safety, and regulatory requirements.

• Materials & Stock Management: Oversee the ordering of materials and ensure that stock is maintained at appropriate levels, liaising with suppliers and contractors to ensure that the right materials are available for the jobs.

• Client Portal Management: Maintain the client portal, ensuring that all visits, updates, and job statuses are logged and communicated accurately. This includes providing clients with clear and detailed reports of progress as required.

• Database Development & Utilisation: Maximise the use of the company’s database system to ensure data is accurate, well-organised, and easily accessible, supporting the operational team to work efficiently and effectively.

• Compliance Assurance: Regularly review and ensure that all operational procedures comply with the company’s standards, regulatory requirements, and health and safety protocols.

• Helpdesk Support: Work alongside the Regional Facilities Coordinators to provide comprehensive helpdesk support, assisting with the handling of calls, taking job requests, troubleshooting queries, and providing general administrative assistance.

• Collaboration & Communication: Maintain clear communication with internal teams, clients, and suppliers, ensuring that everyone is informed of job status, potential delays, and any relevant updates in real-time.

Skills & Experience Required:

• Proven Experience: Previous experience in a contract administration or similar role.

• Strong Organisational Skills: Excellent ability to manage multiple tasks and schedules, ensuring all elements of the contract are executed seamlessly.

• Tech-Savvy: Comfortable using databases and job management systems. Experience with client portals, job scheduling software, and MS Office applications (Excel, Word, Outlook) is highly desirable.

• Excellent Communication: Strong written and verbal communication skills, with the ability to interact confidently with clients, suppliers, and internal teams.

• Problem-Solving Skills: Ability to anticipate and address challenges, proactively seeking solutions to ensure the smooth running of all operations.

• Attention to Detail: A keen eye for detail, ensuring accuracy in all aspects of job management, reporting, and record-keeping.

• Team Player: Ability to work collaboratively within a dynamic team environment, supporting others and contributing to a positive working atmosphere.

What We Offer:

• Exciting Work Environment: Be part of a growing team working on an exciting new contract.

• Career Progression: Opportunities for career development and personal growth.

• Competitive Salary.

• Supportive Team Culture: A collaborative and supportive environment, where your contributions make a direct impact on the success of the contract and company.

If you’re an organised, proactive individual with a strong sense of responsibility and a passion for delivering high-quality service, we encourage you to apply now and take the next step in your career with us!