Contract Administrator in Coleshill

Equans is looking for a Contract Administrator supporting the Helpdesk on our Birmingham schools contract based from Coleshill, Birmingham, B46 1JU on a permanent basis. This is a full‑time position working 37.5 hours per week, 7.5 hours per day between 09:00 and 17:00, Monday to Friday with a 30 minute unpaid break. Please note this role involves full‑time attendance in the office. On offer is a salary up to £30,000 per annum and benefits package.

The role operates across the Birmingham Schools Contracts, covering multiple school sites and a range of community properties that deliver healthcare services. Equans works in close partnership with the Schools to ensure all locations are well‑maintained, compliant, and able to support high‑quality service delivery.

What will you deliver?

• Management of job flow to include receipt of calls, logging, assignment to relevant engineer or sub‑contractor, scheduling and chasing of attendance and review and closure of all jobs.
• Actively manage job flow by reviewing open work and chasing the relevant party for updates to ensure completion within the required SLA.
• Allocate jobs appropriately in order to avoid SLA failures and to actively jeopardy manage all jobs.
• First point of contact for incoming telephone calls and service requests received by telephone and e‑mail.
• Interpret and log work order requests, inputting details into a CAFM system.
• Understand, identify and apply the SLA for each service request and set expectation with customer, prioritising jobs appropriately.
• Deliver a proactive and customer‑focused approach to service: Actively anticipate client needs and provide timely, courteous responses to all queries and requests, ensuring all issues are addressed efficiently and in accordance with service‑level standards.
• Foster positive relationships with site users by consistently delivering helpful advice, clear communication, and updates on progress, aiming to enhance customer satisfaction and resolution outcomes.
• Support management with the collation of accurate and punctual regular reports as required.
• Close liaison with parties from all workstreams, such as the technical, finance, commercial and management teams to ensure contractual compliance and effective jeopardy management.
• Assist with generating purchase orders for Reactive/Quoted works, Minor Works and PPM using purchasing system (Coupa).
• Invoice and credit approvals – 3 Way Match, quality checking invoice/credit for correct value and matching information to the PO, dispute discrepancies with subcontractor or suppliers.
• Chase appropriate party for supporting information if not in place.
• Review and update POEM and GRIR.
• Liaise with Contract Managers and Supervisors to effectively deal with subcontractor/supplier invoicing queries escalating issues where necessary to Management team.
• Processing Contractor Labor.
• Escalate any complaints as required and support continuous improvement activity to reduce levels of customer complaints.
• Ensure compliance with statutory and company procedures, across all functions.
• The role also involves supporting colleagues with a variety of contract support tasks, contributing to the efficiency, performance and seamless service delivery across the Birmingham Schools estate. All activities must be completed within the contractually defined SLA timeframes.

What can we offer you?

• 24 days annual leave (plus public holidays).
• Life Cover equivalent to 1.5 times annual salary.
• Employee discount shopping schemes on major brands and retailers.
• Gym membership discounts.
• Cycle to work scheme.
• Holiday purchase scheme.
• 2 corporate social responsibility days per year.
• Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalised support programmes.
• Attractive Employee Referral Rewards Scheme.
• Access to our growing employee networks including WiE (Women in Equans), RISE (BAME), LGBTQI+, Working Parents, YPN (Young Persons Network) and our Disability Network.
• 24/7 Employee Assistance Program and access to mental wellbeing app.

Who are we looking for?

• Experience of working within an FM/Technical environment would be an advantage, but not essential.
• Experience of working in an Education environment would be an advantage, however, is not essential.
• Good interpersonal skills and telephone manner.
• Word processing, mail sorting and delivery, statutory document collation and distribution, data input and filing both hardcopy and electronically.
• Being able to work efficiently and accurately, prioritising workload to ensure all deadlines are met.
• Support the Operations team and Senior Managers on individual projects as required.
• Working within an operational environment, meeting deadlines regularly and maintaining communication with all involved.
• Strong IT skills including full range of Microsoft applications (Office, Word, Excel).
• Knowledge of CAFM and finance systems (Coupa, Maximo).
• Good written and oral communications.
• For this role, you must have evidence of the right to work in the UK.
• Certain roles may require applicants to undergo a Disclosure check, as noted in the role requirements.