Job Description:

Salary: £35,000 - £37,000 per annum

Location: London, Victoria

Working Pattern: Monday – Friday

Role Overview

An exciting opportunity has arisen for an organised and proactive Contracts Support Administrator to join a leading facilities management operation based in Victoria, London.

The successful candidate will play an important role in supporting the day-to-day delivery of facilities management services, ensuring maintenance activities are effectively coordinated, records are maintained and engineers and contractors receive the necessary administrative support.

This role would suit someone with previous experience in facilities management administration, contract support or maintenance coordination, who is confident managing multiple tasks and communicating with engineers, subcontractors and clients.

Key Responsibilities

• Provide administrative support to the facilities management and engineering teams.
• Coordinate planned preventative maintenance (PPM) and reactive maintenance activities.
• Arrange FCU servicing, maintenance and remedial works.
• Manage the helpdesk and allocate maintenance jobs to engineers.
• Raise, issue and close maintenance tasks using CAFM systems.
• Coordinate contractors and subcontractors, arranging site visits and chasing outstanding service reports.
• Order parts and arrange site access when required.
• Produce monthly reports and maintain accurate maintenance records.
• Monitor outstanding tasks and ensure maintenance activities are completed within agreed timescales.
• Raise additional works and purchase orders.
• Update CAFM systems, compliance records and customer documentation.
• Support the team in maintaining statutory compliance and health and safety standards.

Experience & Qualifications

The successful candidate is likely to have:

• Previous experience in a Contracts Support Administrator, Facilities Administrator, Facilities Coordinator or Helpdesk Administrator position.
• Experience working within facilities management, building services or a similar environment.
• Knowledge of planned preventative maintenance (PPM) and reactive maintenance processes.
• Experience using CAFM or CMMS systems, ideally Concept Evolution or E-Logbooks.
• Good working knowledge of Microsoft Word and Excel.
• Experience coordinating engineers, contractors or subcontractors.
• Strong organisational and administrative skills.
• Excellent communication skills and the ability to manage multiple tasks effectively.
• A proactive approach with the ability to use their own initiative.