Contract Support

Job Purpose

The Contract Support is responsible for providing comprehensive administrative and operational support to the Facilities Management team, ensuring the effective delivery of building maintenance and facilities services. The role supports the day-to-day management of planned, reactive and remedial works through the CAFM system, coordinates contractors and suppliers, manages quotations and purchase orders, and maintains compliance documentation to support the successful delivery of the contract.

Key Responsibilities

Contract Administration

• Provide administrative support to the Facilities Management team to ensure the efficient delivery of contracted services.

• Monitor the Facilities Helpdesk inbox and coordinate the allocation of maintenance requests.

• Manage the CAFM system, raising, scheduling and closing planned, reactive and remedial work orders.

• Maintain accurate records of maintenance activities, contractor attendance, work permits and compliance documentation.

• Support the Contract Manager with day-to-day operational administration and reporting.

Contractor & Supplier Coordination

• Act as the first point of contact for contractors attending site.

• Coordinate engineers, contractors and suppliers to ensure maintenance works are completed safely and efficiently.

• Review contractor Risk Assessments and Method Statements (RAMS) prior to works commencing.

• Monitor contractor performance and escalate issues where appropriate.

• Assist with the coordination of small works and facilities projects.

Procurement & Financial Administration

• Obtain quotations for facilities maintenance and small works.

• Compare supplier quotations and prepare recommendations for approval.

• Raise purchase orders and track expenditure against budgets.

• Ensure invoices, quotations and purchase orders are accurately recorded and matched to the appropriate cost centres.

Facilities Administration

• Monitor stock levels of facilities consumables and arrange replenishment where required.

• Maintain accurate facilities records and documentation.

• Track outstanding remedial actions and ensure they are progressed to completion.

Health, Safety & Compliance

• Ensure contractors comply with site Health & Safety procedures.

• Maintain statutory compliance records, certification and audit documentation.

• Support internal and external compliance audits.

Reporting

• Produce weekly and monthly contract performance reports.

• Support KPI reporting and contract review meetings.

• Maintain effective communication with clients, contractors and internal stakeholders.