Contracts Administrator (Residential Contract)

About the role

Artic Building Services Ltd, a leader in mechanical and electrical and facilities management, is looking for a Contracts Administrator to join its team on a residential contract in Dartford. Working Monday to Friday, 8am to 5pm, the role is the central point of contact for administrative and helpdesk tasks, working closely with engineering teams and supporting the Contracts Manager. It suits someone who is organised, proactive and able to thrive in a fast-paced environment.

Key responsibilities

• Support the Contracts Manager with detailed feedback on work progress and escalate queries and issues promptly.
• Act as the focal point for the client's CAFM system, handling 100+ daily callouts while meeting SLAs.
• Raise quotes from costing sheets, track reactive and additional works and their costs, and ensure invoicing is accurate and compliant.
• Coordinate reactive and planned preventative maintenance (PPM) works in line with contract and company performance measures.
• Liaise with engineers and subcontractors, maintaining work standards and keeping progress and issues up to date.
• Audit company and client reports for compliance and support the compilation of Hard FM reports.
• Keep PPM data, assets, schedules and scope of works accurate in the CAFM system.

Required profile

• At least 2 years of experience in a service and maintenance or facilities management environment.
• Logical, organised and methodical, with strong prioritisation and multi-tasking skills and the ability to meet strict deadlines.
• Ability to work accurately under pressure and to adapt to varied works and contract demands.
• Willingness to work overtime when needed.

Required skills

• Solid experience with a CAFM system.
• Advanced Microsoft Office, especially Word and Excel, for producing detailed reports.
• Strong verbal and written communication with engineers, subcontractors, clients and students.

Candidates apply by submitting a CV and a cover letter explaining their suitability. The position is permanent with a start date of ASAP.