Contract Administrator in Kingston upon Thames

Glendale is looking for a disciplined and detail-oriented Contract Administrator to join our management team. This role is the engine room of our local operations, with a primary focus on our Kingston contract, while also providing essential support across other neighbouring contracts.

You will be responsible for ensuring that our people are paid accurately, our compliance is unassailable and our administrative systems run with absolute precision. At Glendale, we are a green thinking business. We believe in leading a greener future through quality green space management. This role is for someone who finds satisfaction in making small, daily improvements to a process that leads to long-term efficiency.

Key Responsibilities

• Systems, Work Programming & Asset Management
  • Manage daily inputs and tracking within GLive, our primary works programming system, ensuring service delivery aligns with agreed contract KPIs.
  • Develop and adapt real-time work schedules for the Kingston contract to accommodate client requests and changing weather conditions.
  • Administer the contract allotment database, maintaining consistent liaison with key stakeholders, clients and ground crews.
  • Oversee and administer the external sports booking platform, processing bookings and ensuring ground staff prepare pitches to schedule.
• Financial Control & Commercial Administration
  • Prepare and issue all contract-related invoicing in an accurate, timely manner.
  • Proactively monitor, track and chase aged debt to maintain positive cash flow.
  • Manage purchase orders via our E5 system, sourcing competitive supplier quotes for operational kit and materials.
  • Compile statistical, operational and financial data to produce performance reports for Contract Managers.
  • Monitor office consumable and stationery stock levels, placing replenishment orders with approved external suppliers when required.
  • Act as the professional first point of contact for the contracts, handling enquiries and keeping our filing systems impeccably organised.
• HR, Payroll & Personnel Administration
  • Manage the full employee lifecycle using our HR platform (PXD), including recruitment correspondence, onboarding, terms and conditions, training records and sickness/holiday tracking.
  • Execute monthly payroll end-to-end, taking full responsibility for precise data entry and timekeeping verification.
  • Act as the primary point of contact to resolve employee queries regarding wages, leave entitlements and employment conditions.
• QHSE, Client Relations & General Administration
  • Assist with the implementation, audit and tracking of Quality, Health, Safety and Environmental (QHSE) compliance standards.
  • Build and maintain professional relationships with local sports clubs, associations and stakeholders to maximise pitch utilisation across the contract.
  • Provide professional reception cover, managing incoming telephone calls, general enquiries and central inbox traffic.
  • Draft operational correspondence, including client letters, internal memos and formal performance reports.
  • Take concise, accurate minutes during client meetings and internal management reviews.
  • Maintain systematic digital and hard-copy filing systems to ensure instant data retrieval.
  • Undertake ad-hoc operational or administrative duties as reasonably required by management.

About You

• You are someone who finds satisfaction in the marginal gains—the small, daily improvements to a process that lead to long-term efficiency.
• Spreadsheet Expert: You must be more than just comfortable with spreadsheets. We need an expert user, preferably within Google Workspace, who can manage complex data and produce clear updates.
• System Minded: You enjoy navigating and implementing digital platforms, including HR software (PXD) and work programming databases (GLive).
• Detail-Oriented: You have high standards for your own work. You don’t just check a task; you make sure it is right the first time.
• Disciplined: You find satisfaction in building the consistent routines and habits that ensure every deadline is met without fail.
• Growth Mindset: You have a can-do attitude and are always looking for ways to embrace new ways of working.

What can Glendale offer you?

• We are a green thinking business that believes in investing in our people. Hard work and discipline are noticed here, and we offer real paths for career progression.
• Access to BenefitHub, our employee discount portal - discounts on travel bookings, high street & supermarket shops, gift cards, cinema tickets, days out, leisure activities and help with your day to day spending.
• Free gym membership for you and a nominated person.
• Pension Scheme.
• Company sick pay.
• Career progression.
• Training and development.

We are proud to be Equal Opportunity employers and are committed to inclusion and diversity.