Contract Administrator in Manchester

At GRAHAM, we’re not just one of the UK’s leading Total FM providers - we’re also a trusted partner dedicated to enhancing our clients’ experiences and making their lives easier. We are seeking a passionate and experienced Administrator to support our Quantity Surveyors and Helpdesk Team. Working as part of a contract management team you will contribute to the effective delivery of a prestigious contract. Join us at GRAHAM, where your success is our priority, and together, we can make a lasting impact.

Benefits

• Up to 36 paid annual leave
• Excellent Company Pension
• Free Life Assurance – 6 times annual salary
• Training and Development days
• Discounted Private Health Care Scheme
• Discounted Gym Membership
• BUPA Health Assessments

Location: North Manchester General Hospital

Hours Per Week: Monday - Friday, 39 Hours

Job Type: Permanent / Full Time

The Administrator shall:

Administrative & Document Control Responsibilities

• Provide comprehensive administrative support to the team as required.
• Receive, process, and log all new enquiries from the enquiry mailbox.
• Maintain and update enquiry logs, ensuring all information is accurate, current, and traceable.
• Create and maintain SharePoint folder structures for all new enquiries and ongoing projects.
• Manage document control processes, including updating logs with information from initial enquiries and any subsequent variations throughout the project lifecycle.

Purchase Order & Work Order Management

• Receive client purchase orders and update all relevant systems and enquiry logs.
• Set up and manage work orders within the IFS system, ensuring accuracy and alignment throughout the project lifecycle.
• Raise subcontractor purchase orders in accordance with project requirements.
• Laise supplier purchase orders to support direct labour teams and site management activities.

Project Coordination & Support

• Assist the Project Management team with scheduling direct labour through internal planning systems.
• Support the compilation of O&M manuals and Health & Safety file documentation for project completion and handover.

Reporting & Senior Management Support

• Assist Senior Management with gathering and analysing data for KPI reporting.
• Support Senior Management in preparing monthly operational and performance reports.

Meetings & Communication

• Attend client and internal meetings to provide accurate and timely note-taking.
• Support effective communication and follow-up actions arising from meetings.

This job description is intended to give the post holder an appreciation of the role envisaged for the job title and the range of duties to be undertaken. It does not attempt to detail every activity. Specific tasks and objectives will be agreed with the post holder at regular intervals.

About You

Essential Criteria

• Proven experience in an administrative, project support, or document control role
• Strong organisational skills with the ability to manage multiple tasks simultaneously and maintain accurate records.
• Excellent attention to detail, particularly in logging, document control, and data entry.
• Good IT proficiency, including Microsoft Office (Word, Excel, Outlook).
• Effective communication skills, both written and verbal.

Desirable Criteria

• Experience working in a facilities management, construction, engineering, or project‑based environment.
• Familiarity with IFS or similar ERP/work order management systems.
• Experience producing or collating KPI reports or management information.

Please note that Applicants will not be expected to meet any (or all) of the desirable criteria to be considered for interview. Desirable criteria will only be used as part of the shortlisting process in the event there are a large number of Applicants. We are committed to developing a diverse and inclusive workforce and particularly welcome applications from females and individuals from a minority ethnic background who are currently under represented in our industry. A basic disclosure may be requested if security clearance is required by 3rd party clients and a criminal record will not necessarily be a bar to obtaining a position.