Contract Administrator Supervisor - Portsmouth

FULL TIME – 40 HOURS

Salary: Competitive (Subject to knowledge and experience)

Location: Portsmouth

About Corrigenda Ltd

Corrigenda is a trusted provider of facilities management and building maintenance services across the South of England. With a strong reputation for reliability, quality, and personal service, we’ve proudly supported public and private sector clients for over two decades. As part of the Apleona Group, a leading European real estate and facility management organisation, we combine local expertise with the strength and innovation of a major international group. This partnership enhances our ability to deliver smarter, more sustainable solutions, while staying true to our core values of professionalism, respect, and long‑term commitment. Joining Corrigenda means becoming part of a team that values traditional craftsmanship, invests in its people, and looks ahead to a bright, innovative future in facilities management.

Job Summary

The Contract Administrator Supervisor plays a pivotal leadership role within the Helpdesk function, overseeing the day‑to‑day performance and development of the contract administration team. This role ensures that all administrative, customer communication, and contract support activities are delivered accurately, efficiently, and in line with Corrigenda’s quality standards. This role requires a proactive, organised, and confident leader who can inspire their team, manage performance, support operational delivery, and ensure robust processes are in place to achieve business objectives.

Key Responsibilities (but not limited to):

• Leadership & Team Management
  • Oversee and effectively line manage the contract administration, ensuring responsibilities and objectives are achieved in a timely and effective manner.
  • Maintain high morale, enthusiasm, and a collaborative approach across the teams and internal departments.
  • Ensure the team has adequate cover at all times, including periods of sickness and holiday.
  • Assist with HR matters across the team as required.
  • Oversee the recruitment process for new admin staff, in conjunction with the HR team.
• Customer & Stakeholder Communication
  • Be the main point of contact for customers, ensuring regular, proactive updates on job progress.
  • Anticipate customer queries and provide information before requested.
  • Build strong relationships with clients, engineers, subcontractors, and internal departments.
  • Seek, record, and respond to customer feedback, driving service improvement initiatives.
• Contract & Operational Support
  • Ensure helpdesk phone calls are answered promptly and workloads appropriately managed.
  • Maintain accurate and up‑to‑date client database records and ensure CAFM systems are updated and maintained.
  • Co‑coordinate subcontractor attendance, updating records and escalating issues where necessary.
  • Track KPIs and SLAs, escalating risks promptly to the Contract Manager or operational leads.
  • Work closely with Managers to strengthen collaboration between operational and administrative functions while maintaining appropriate WIP levels.
• Reporting & Compliance
  • Ensure client reports are prepared, accurate, and submitted on time (monthly and/or quarterly).
  • Ensure processes and procedures operate in accordance with Corrigenda quality systems.
  • Participate in contract handovers for renewals and new clients, supporting smooth mobilisation.
  • Assist with minute‑taking and distribution for internal and client meetings.
• Continuous Improvement
  • Identify recurring issues and propose improvements to processes and systems.
  • Improve service delivery by maximising efficiency and effectiveness of administrative workflows.
  • Act as a systems “super user”, providing support and training to colleagues.
  • Actively share best practices across teams and departments.
• Additional Duties
  • Undertake any other duties within capability as directed by the line manager.

Knowledge, Experience and Skills

• Experience working in a facilities management or service delivery environment (desirable).
• Strong communication skills with the ability to engage confidently at all levels.
• Proven experience in supervising or leading administrative teams.
• Strong organisational skills with exceptional attention to detail.
• Proactive, flexible, and capable of prioritising in a fast‑paced environment.
• Commercial and financial awareness.
• IT literate with strong skills in Microsoft Office applications and ability to learn CAFM systems.

Package

• Competitive Salary
• Annual Salary Review
• Overtime Opportunities
• 31 days holiday inclusive of