At a Glance
- Tasks: Join us as a Contracts Administrator, managing purchase orders and supporting project success.
- Company: Be part of a dynamic team in a leading company based in Edinburgh.
- Benefits: Enjoy a collaborative work environment with opportunities for growth and development.
- Other info: We're looking for proactive individuals who thrive in a fast-paced environment.
- Why this job: This role offers hands-on experience in operations and finance, perfect for building your career.
- Qualifications: Strong admin skills and knowledge of Microsoft Office are essential; experience with finance systems is a plus.
The predicted salary is between 28800 - 43200 £ per year.
We are seeking a proactive and highly organised Commercial Administrator to join our Client in their Edinburgh office. This is a key role providing administrative, commercial, and planning support across operations, finance, and client services. You’ll play a crucial part in supporting day-to-day service delivery and long-term project success.
Key Responsibilities
- Raise and manage purchase orders, ensuring proper allocation to jobs/projects
- Support contract compliance and documentation handling
- Assist in the preparation of financial documentation, billing reports, and project files
- Maintain up-to-date records and logs in line with company standards and client requirements
- Contribute to the planning and scheduling of ongoing and upcoming works
- Assist with the coordination of resources such as personnel, subcontractors, and equipment
- Track progress of tasks and flag potential delays or resource issues
- Help prepare work packs, job instructions, and scheduling documentation for field teams
- Liaise with internal teams, external suppliers, and clients to maintain clear lines of communication
- Compile and distribute regular status updates and performance summaries for management
- Support contract queries and provide relevant information to stakeholders in a timely manner
- Collaborate with the Finance Administrator to process supplier and client invoices using Hubdoc and Xero
- Ensure timely and accurate matching of orders, invoices, and receipts
- Monitor cost allocations and assist with producing cost breakdowns for reporting
What We’re Looking For
- Strong administrative background, ideally within Facilities Management or a similar operational environment
- Good working knowledge of Microsoft Office, especially Excel
- Ability to manage multiple priorities and deadlines with high attention to detail
- Excellent communication skills and a confident approach to working with internal and external stakeholders
- Previous experience using CAFM or finance systems (e.g., Xero, Concept, or similar) is an advantage
If you are interested in hearing more please submit your CV and we will be in touch.
Contracts Administrator in Edinburgh employer: FM Search & Select Ltd
Join a dynamic team in Edinburgh where your role as a Contracts Administrator will be pivotal in driving operational excellence and client satisfaction. Our company fosters a collaborative work culture that values proactive communication and attention to detail, offering ample opportunities for professional growth and development. With a focus on employee well-being and a commitment to supporting your career journey, we provide a rewarding environment where your contributions truly matter.
Contact Details:
FM Search & Select Ltd Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land Contracts Administrator in Edinburgh
✨Tip Number 1
Familiarise yourself with the specific software mentioned in the job description, such as Xero and Hubdoc. Having hands-on experience or even completing online tutorials can give you a significant edge during the interview.
✨Tip Number 2
Highlight your organisational skills by preparing examples of how you've successfully managed multiple priorities in past roles. Be ready to discuss specific situations where your attention to detail made a difference.
✨Tip Number 3
Research the company’s operations and recent projects to demonstrate your interest and understanding of their work. This will help you engage more effectively during interviews and show that you're proactive.
✨Tip Number 4
Practice your communication skills by preparing for potential questions about liaising with stakeholders. Think of examples where you’ve successfully communicated complex information clearly and concisely.
We think you need these skills to ace Contracts Administrator in Edinburgh
Some tips for your application 🫡
Tailor Your CV:Make sure your CV highlights relevant experience in administrative roles, particularly in Facilities Management or similar environments. Emphasise your skills in managing multiple priorities and attention to detail.
Showcase Technical Skills:Include specific examples of your proficiency with Microsoft Office, especially Excel. If you have experience with CAFM or finance systems like Xero, be sure to mention that as well.
Craft a Compelling Cover Letter:Write a cover letter that outlines your understanding of the role and how your background aligns with the key responsibilities. Highlight your communication skills and ability to liaise with various stakeholders.
Proofread Your Application:Before submitting, carefully proofread your CV and cover letter for any errors. A polished application reflects your attention to detail, which is crucial for the Contracts Administrator role.
How to prepare for a job interview at FM Search & Select Ltd
✨Showcase Your Organisational Skills
As a Contracts Administrator, being organised is key. Prepare examples from your past experiences where you successfully managed multiple tasks or projects simultaneously. This will demonstrate your ability to handle the demands of the role.
✨Familiarise Yourself with Relevant Software
Make sure you have a good understanding of Microsoft Office, especially Excel, as well as any finance systems like Xero. If you can, brush up on your skills before the interview and be ready to discuss how you've used these tools in previous roles.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving abilities and how you handle contract compliance or resource coordination. Think of specific scenarios where you faced challenges and how you overcame them, as this will show your proactive approach.
✨Communicate Clearly and Confidently
Since the role involves liaising with various stakeholders, practice articulating your thoughts clearly. Be prepared to discuss how you maintain communication with internal teams and clients, as effective communication is crucial for success in this position.
