Contract Support

The Contract Administration Support will play a key role in the efficient delivery of Facilities Management services across a high-profile corporate contract. The role provides critical administrative and operational support to the on-site and central FM teams, ensuring that all reactive and planned maintenance activities are effectively logged, scheduled, and completed in line with service level agreements.

The contract administer will also support the continuous improvement of customer engagement and experience, acting as a knowledgeable and approachable point of contact for both internal teams and the client.

Work Order Management:

• Log, track, and update all reactive and quoted works (QR jobs) through the CAFM system in a timely and accurate manner.
• Monitor job progress and liaise with engineers, suppliers, and subcontractors to ensure timely completion and closure of works.

Planned Maintenance Scheduling:

• Plan and schedule all planned preventative maintenance (PPM) activities, ensuring compliance with contract requirements and statutory obligations.
• Maintain and update maintenance records, reports, and documentation.

Procurement & Financial Administration:

• Raise and receipt purchase orders in accordance with company procurement procedures.
• Support budget tracking and ensure all supporting documentation is accurately recorded.

Customer Engagement & Experience:

• Act as a central point of contact for client queries and service requests, providing prompt, professional, and solution-focused responses.
• Contribute to a culture of customer service excellence, ensuring a positive and proactive experience for all stakeholders.

Team & Knowledge Support:

• Provide administrative and coordination support to the Mitie operational team, ensuring information is shared efficiently.
• Support the continuous improvement of systems, processes, and documentation to enhance contract performance.
• Maintain a sound understanding of the site operations and act as a knowledge hub for the wider FM team.

Reporting & Compliance:

• Assist with producing performance reports, KPI data, and audit documentation.

Ensure all activities and records comply with company and client policies, procedures, and statutory requirements.

Do you have experience in Organizational skills?, * Previous experience in an administrative or coordination role within Facilities Management or a similar service-led environment.

• Strong organisational and planning skills with excellent attention to detail.
• Confident using CAFM systems (e.g. Concept, Planon, Maximo, or similar).
• Excellent communication skills, both verbal and written, with the ability to build strong working relationships.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to work independently and collaboratively in a fast-paced environment.

Desirable:

• Understanding of FM operations, maintenance, and compliance processes.
• Experience supporting a large or corporate account.

Customer service or front-of-house experience within a professional environment.

Delivering the exceptional, every day * Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day. * Our promise to our people: a place to work where you can thrive and be your best every day. * Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day. * Our culture - our core values and how we behave: o We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie. o We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of company. We treat others as we would like to be treated. We are proud to work for Mitie. o We go the extra mile: whether it's keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers and keeping our promises is in our DNA. o Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal. o Our customers' business, is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.