Contract Support Administrator

DUTIES AND RESPONSIBILITIES

• Responsible for the Facilities Management Helpdesk inbox, ensuring all requests are actioned in a timely manner, appropriately and effectively to meet customer satisfaction and expectations.

• Serve as primary point of contact for all functions and processes within the FM Team.
• Monitor, Develop and update the King & Moffatt CAFM and Maintenance Reporting System for all maintenance and reactive jobs in UK.
• Presenting a progress report on all planned and reactive works to the Snr Contracts Manager.
• Ensure that all service reports are completed, filed and stored and sent to the client in a timely manner, with all remedial works quotes sent to accompany any works generated in PPM Reports.
• Requesting and progressing subcontractor quotes for remedial works
• Assist the UKFM Team Lead or Snr Contracts Manager in the tendering for FM Contracts, sending enquiries to sub-contractors, managing all responses and saving and filing all proposals in SharePoint.
• Invoicing: Handle invoicing for projects that require administration with accounts
• CAFM Software Management: Update the CAFM software Trackplan to reflect all UK maintenance jobs in progress, both planned and reactive. Assist colleagues and clients with using the software to access documentation. Creating forms for interactive use based of SFG20 standards and assisting with the completion and interface with the subcontractor/engineer to complete and create internal maintenance reports.
• Ensure All Health & Safety Files are received and reviewed from Subcontractors and K&M RAMS are filed and stored in SharePoint and sent to the K&M EHSQ team prior to client in timely manner for review
• Log, Document and Direct client reactive/additional/remedial requests to relevant UKFM Team Lead
• Lead and update Standard Operating Procedures (SOPs) for all Contract Support process and work, continually devising ways to streamline processes
• Collate weekly all instances of planned and reactive works that cannot be completed and escalate to the UKFM Team Lead
• Generation of SFG 20 service sheets and transfer to CAFM system for K&M internal daily, weekly, monthly, quarterly, bi-annual, and annual service.
• Train all new staff on maintenance procedures.
• Assist Snr Contracts Manager is meeting notes, minutes, and general overflow of administration
• Manage incoming and outgoing correspondence (e-mail, letters, packages etc); organise and schedule meetings and appointments.
• Maintain an update the weekly Aftercare issues tracker and issue to COO and the Snr Contract Manager
• Meeting Management: Manage calendar schedules for meetings.
• Ad Hoc Duties: Perform other duties as required.

• This list is not exhaustive or exclusive.

SKILLS AND QUALIFICATIONS

• Experience: A minimum 2–4 years’ experience ideally in a facilities, or maintenance-coordination role.
• Good project management, problem solving and IT skills.
• Thorough understanding of business and customer-facing environments.
• Organised and open to new ways of working to challenge inefficiencies.
• Thorough understanding of business and customer-facing environments.
• Understands the requirements of operating in a contract environment.

• Education: A business qualification or equivalent experience in a FM environment.

• Software Proficiency: Knowledge of CAFM systems and Microsoft Office (specifically Excel for data tracking). SharePoint experience.

• Communication: Exceptional interpersonal skills; ability to remain calm and professional when dealing with urgent facility failures or demanding clients. Good written and verbal communication skills with strong oral presentation skills and attention to detail.

• Organisation: Meticulous attention to detail with the ability to manage a high volume of administrative tasks without losing focus on safety or compliance.

• Technical Understanding: A basic understanding of M&E systems (HVAC, Lighting, Plumbing) is desirable to assist in the process of understanding (not essential). Finance awareness about invoices and requesting purchase orders.

Having an inclusive and flexible culture helps the business continue to grow as a strong, dynamic and innovative organisation.

As well as being supported and encouraged to develop your career here at King and Moffatt, we also offer the following:

• Competitive salary
• Professional Development support
• Employee Assistance Program
• Health and Wellness programs

At King and Moffatt, we believe in the power of diversity and inclusion to drive innovation, creativity, and success. We are committed to creating a workplace where all employees feel welcomed, valued, and respected regardless of their race, ethnicity, gender, sexual orientation, age, religion, disability, or any other dimension of diversity. We strive to build a culture that celebrates differences, encourages open dialogue, and promotes equal opportunities for growth and advancement. By embracing diversity and fostering an inclusive environment, we not only strengthen our organisation but also enrich the lives of our employees and the communities we serve