Contract Administrator VA2658

Location: Southbank, Central London

Full-time, Permanent - hours between 8:00am and 7:00pm (Monday–Friday, 40 hours)

Salary: £30,000 plus benefits

About us

Anabas are a dynamic, national Facilities Management company whose focus lies in supporting corporate office occupiers who look for a great workplace experience.

About the role

We are looking to recruit a Contract Administrator at our clients site close to the Southbank area of Central London. The Contract Administrator will be responsible for the day-to-day coordination and delivery of all FM administration in support of customer satisfaction and 5* customer experience. The job holder will work closely with the Account Manager, Departmental Managers across all service lines and other colleagues to enhance the experience of all visitors, clients, colleagues and stakeholders of the client business.

The job holder will support all aspects of the contract provision in the day to administration of the contract to ensure consistency of approach, and service delivery against a strict set of SLAs and KPIs for measuring success and excellence of the Anabas FM team for our client, and their tenants. This will include all reporting, finance administration, and filing required to keep the operation running and exceeding customer expectations. This role is also responsible for general system administration and other operational systems as and when required.

As Contract Administrator you will assist in the creation and maintenance of a site facilities SOP’s and ensure training records are up to date. Teams are trained and the services undertaken as assigned by the helpdesk ensuring compliance with all statutory requirements. To develop, maintain and execute a procedures manual in line with contractual requirements while providing a friendly, proactive, safe, and innovative FM service to our client; ensuring the team is in place at all times to deliver a quick, efficient, and professional services – enabling exceptional experiences for our client and guests.

Building excellent stakeholder relationships and a high attention to detail is a critical element of this role to ensure integration with all facets of the Anabas operations delivery model as is the ability to think and deliver swiftly and succinctly. The role should become a key member of the management community with emphasis on the interlocking services.

Key responsibilities

• Working as part of a busy team, become a dedicated Administrator for the Contract Management team covering the Sea Containers site.
• Ensuring service delivery exceeds contractual KPI and SLAs.
• Be the “go to” person for all administrative and reporting issues & processes.
• Preparing accurate and complete daily, weekly, monthly and ad-hoc reports as required.
• Have a full working knowledge of all Anabas processes for supporting the Sea Containers Site and to assist in developing Improving and maintaining the facilities manuals, processes and procedures.
• Act as First Aider and Fire Marshal, supporting our Clients policy and procedures as required.
• Managing purchase orders with Sub Contractors and Suppliers as required including raising and receipting where required.
• Regularly review and process supplier invoices and liaise with Head Office.
• Establish and maintain a general filing and electronic record management system.
• Photocopying, scanning and printing where and when required.
• Conduct regular floor walks and audits.
• Compliance with all SLAs.
• Maintain HR files and health and safety records ensuring all are up to date.
• Actively identify/implement innovation across the contract to enhance performance and continue to meet client expectations.
• Build excellent relationships with clients, encouraging strong relationships between operational teams and client representatives, and championing a one team approach within the wider facilities team.
• Manage and monitor direct and sub-contracted labour to ensure the expected standards of Anabas are maintained, identifying areas of improvement in the delivery of services and processes – implementing change as required to ensure customer services is at the heart of the way our FM services are delivered.
• Prepare estimates and quotations with appropriate back up documentation in accordance with company procedures.
• Maintain regular high-level contact with customers to ensure continued satisfaction, identifying potential problems early, giving the necessary management direction and support to put them back on track.
• Any other ad-hoc requests from client/management.

About you

• Minimum 2 years’ experience in a similar corporate or facilities-based role.
• Strong organisational and administrative skills.
• High attention to detail and accuracy.
• Excellent communication and stakeholder management abilities.
• Proactive and solution-focused mindset.
• Ability to manage multiple tasks in a fast-paced environment.
• Confident working with systems, reporting tools, and processes.

This is a full time, permanent position. (Monday to Friday 40 hrs per week)

Benefits include

• Salary -£30,000
• 33 days holiday per year inc Bank Holidays
• Employee Assistance Programme.
• Recognition and Reward scheme.
• Life Insurance 1 X annual salary.
• Aviva Digital GP service.
• Recommend a friend scheme.
• Company events.

Sound like the job for you? We look forward to receiving your application soon!