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About the Role
We are seeking a highly organised and proactive Contracts Administrator to join our dedicated team. This pivotal role will be instrumental in ensuring the smooth and efficient operation of our Residential Contract. You will be the central point of contact for administrative and helpdesk tasks, working closely with our engineering teams, and playing a crucial part in delivering exceptional service to our client. This is a dynamic role requiring a meticulous approach and the ability to thrive in a fast-paced environment.
Responsibilities
- Provide dedicated administrative support to the Contracts Manager, ensuring frequent, detailed feedback on work progress and escalating any queries or issues promptly.
- Act as the focal point for the client's CAFM (Computer-Aided Facilities Management) system, efficiently organising and controlling a high volume of incoming callouts (100+ per day) while strictly adhering to Service Level Agreements (SLAs).
- Raise all quotes accurately based on costing sheets provided by the Contracts Manager.
- Track all reactive and additional works, including associated costs, ensuring transparency and accuracy.
- Ensure all works are invoiced within Artic's timeframes and are fully transparent and compliant.
- Coordinate, administrate, and manage both reactive and Planned Preventative Maintenance (PPM) works in line with strict contract and company performance measures.
- Liaise effectively with Engineers and Subcontractors, ensuring works standards are maintained, and communicating progress and issues for timely escalation.
- Demonstrate excellent due diligence when auditing all core company and client reports to ensure compliance and facilitate fluid invoicing.
- Provide essential administrative support in compiling Hard FM reports across the Residential and Mechanical Contracts.
- Ensure all PPM-related items, including assets, schedules, scope of works, and inclusions/exclusions, are accurately managed and updated within our CAFM system.
Requirements
- At least 2 years of demonstrable experience working within a challenging Service & Maintenance (S&M) or Facilities Management (FM) related environment.
- Solid experience in using and understanding a CAFM system is essential.
- Highly logical, organised, and methodical approach to ensure 100% completion of all works.
- Exceptional ability to prioritise and multi-task effectively to a high level, consistently achieving strict deadlines.
- Proven ability to work efficiently and accurately under pressure to achieve required Client and Contract Service Levels.
- Adaptable to a variety of works and contract demands.
- Advanced IT literacy in all Microsoft packages, particularly Word and Excel, with the ability to produce detailed reports.
- Strong verbal and written communication skills for liaising with engineers, subcontractors, clients, and students.
- Willingness to work overtime if and when required to meet contract demands.
- Fulfill legal duty to take reasonable care for the health and safety of yourself and others.
- Follow all guidance and instructions regarding health and safety.
Skills
- CAFM System Proficiency
- Organisational Excellence
- Prioritisation & Multi-tasking
- Pressure Management
- Adaptability
- Advanced IT literacy in Microsoft Word and Excel
- Strong verbal and written communication skills
- Flexibility
Location
- London
Work Type
- Permanent
- Full-time
Experience Level
- 2+ years
About the Company
- Artic Building Services Ltd is an established and recognised leader within the M&E (Mechanical & Electrical) and Facilities Management sector.
- With a robust reputation for excellence and high standards, we have successfully built a solid foundation of diverse blue-chip clients across both commercial and public sectors.
- We pride ourselves on delivering comprehensive and high-quality services to our partners.