At a Glance
- Tasks: Support UCL contracts by managing admin tasks and coordinating maintenance works.
- Company: Join Artic Building Services, a leader in Facilities Management across London.
- Benefits: Enjoy 25 days holiday, pension enrolment, and a wellbeing scheme.
- Other info: Dynamic role with opportunities for growth and a commitment to health and safety.
- Why this job: Be the key contact for UCL, making a real difference in student services.
- Qualifications: 2 years experience in Facilities Management and proficiency in CAFM systems.
The predicted salary is between 30000 - 40000 £ per year.
About Artic Building Services
Artic Building Services is a leader in Hard Facilities Management across London and the Home Counties. We offer a comprehensive suite of technical and engineering solutions, ensuring the smooth operation of your Mechanical, Electrical, and Hard FM Plant.
University College London is seeking a highly organized and proactive UCL Contracts Administrator to join our dedicated team. This pivotal role will be instrumental in ensuring the smooth and efficient operation of our UCL 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 both our client (UCL) and their students. This is a dynamic role requiring a meticulous approach and the ability to thrive in a fast‑paced environment.
Key Responsibilities
- Contract Support & Communication: Provide dedicated administrative support to the Contracts Manager, ensuring frequent, detailed feedback on work progress and escalating any queries or issues promptly.
- Helpdesk & CAFM Management: 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).
- Financial & Invoicing Administration: 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. As a custodian, ensure all works are invoiced within Artic's timeframes and are fully transparent and compliant.
- Works Coordination: Coordinate, administrate, and manage both reactive and Planned Preventative Maintenance (PPM) works in line with strict contract and company performance measures.
- Liaison & Escalation: Liaise effectively with Engineers and Subcontractors, ensuring works standards are maintained, and communicating progress and issues for timely escalation.
- Reporting & Compliance: 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.
- PPM Data Management: Ensure all PPM-related items, including assets, schedules, scope of works, and inclusions/exclusions, are accurately managed and updated within our CAFM system.
Skills and Experience Required
- Proven Experience: At least 2 years of demonstrable experience working within a challenging Service & Maintenance (S&M) or Facilities Management (FM) related environment.
- CAFM System Proficiency: Solid experience in using and understanding a CAFM system is essential.
- Organisational Excellence: Highly logical, organised, and methodical approach to ensure 100% completion of all works.
- Prioritisation & Multi‑tasking: Exceptional ability to prioritise and multi‑task effectively to a high level, consistently achieving strict deadlines.
- Pressure Management: Proven ability to work efficiently and accurately under pressure to achieve required Client and Contract Service Levels.
- Adaptability: Adaptable to a variety of works and contract demands.
- IT Literacy: Advanced IT literacy in all Microsoft packages, especially Word and Excel, with the ability to produce detailed reports.
- Communication: Strong verbal and written communication skills for liaising with engineers, subcontractors, clients, and students.
- Flexibility: Willingness to work overtime if and when required to meet contract demands.
Health and Safety
As a member of the Artic Building Services team, you will be required to fulfil our legal duty to take reasonable care for the health and safety of yourself and others who may be affected by your actions, and to follow all guidance and instructions given in this respect. Your commitment to a safe working environment is paramount.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, colour, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability.
What We Offer
- Holiday Allowance: 25 days plus bank holidays.
- Sickness Scheme.
- Pension enrolment after 3 months service.
- Wellbeing 360.
Michelle will answer your questions. Michelle.Pointer@Articbuildingservices.com
Contract Admin - UCL employer: Artic Building Services Limited
Artic Building Services is an exceptional employer, offering a dynamic work environment where employees can thrive in their roles while contributing to the smooth operation of vital services at University College London. With a strong focus on employee wellbeing, generous holiday allowances, and opportunities for professional growth, we foster a culture of collaboration and excellence, ensuring that our team members are supported and valued in their contributions to the community.
Contact Details:
Artic Building Services Limited Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land Contract Admin - UCL
✨Tip Number 1
Get to know the company inside out! Research Artic Building Services and UCL, so you can chat confidently about their values and services during your interview. This shows you're genuinely interested and not just another applicant.
✨Tip Number 2
Practice makes perfect! Run through common interview questions and prepare your answers. Think about how your experience aligns with the role of Contracts Administrator and be ready to share specific examples that highlight your skills.
✨Tip Number 3
Network like a pro! Connect with current or former employees on LinkedIn. They can give you insider tips about the company culture and what it’s really like to work there, plus it might just help you get your foot in the door.
✨Tip Number 4
Don’t forget to follow up! After your interview, shoot a quick thank-you email to express your appreciation for the opportunity. It keeps you fresh in their minds and shows your enthusiasm for the role.
We think you need these skills to ace Contract Admin - UCL
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the UCL Contracts Administrator role. Highlight your experience in Facilities Management and any relevant skills that match the job description. We want to see how you fit into our team!
Showcase Your Organisational Skills:Since this role requires a meticulous approach, don’t forget to mention specific examples of how you've successfully managed multiple tasks or projects in the past. We love seeing how you handle pressure and prioritise effectively!
Be Clear and Concise:When writing your application, keep it straightforward and to the point. Use clear language and avoid jargon unless it's relevant to the role. We appreciate clarity and want to understand your qualifications quickly!
Apply Through Our Website:For the best chance of getting noticed, make sure to submit your application through our website. It helps us keep everything organised and ensures your application reaches the right people at Artic Building Services!
How to prepare for a job interview at Artic Building Services Limited
✨Know Your CAFM Systems
Make sure you brush up on your knowledge of Computer-Aided Facilities Management (CAFM) systems. Be ready to discuss your experience with them, as this role heavily relies on managing a high volume of incoming callouts through such systems.
✨Showcase Your Organisational Skills
Prepare examples that highlight your organisational excellence and ability to manage multiple tasks under pressure. Think of specific situations where you successfully prioritised tasks to meet strict deadlines, as this will resonate well with the hiring team.
✨Communicate Effectively
Since this role involves liaising with engineers, subcontractors, and clients, practice articulating your thoughts clearly. You might want to prepare for questions about how you handle communication in a fast-paced environment, ensuring everyone is on the same page.
✨Demonstrate Adaptability
Be ready to discuss how you've adapted to changing demands in previous roles. This could involve sharing experiences where you had to quickly adjust your approach to meet client needs or contract requirements, showcasing your flexibility and problem-solving skills.
