At a Glance
- Tasks: Support commercial contracts and manage helpdesk tasks in a fast-paced environment.
- Company: Join Artic Building Services, a leader in Facilities Management across London.
- Benefits: Enjoy 25 days holiday, pension scheme, and a supportive work culture.
- Other info: Great career development opportunities in a reputable company.
- Why this job: Be part of a dynamic team making a real impact in the M&E sector.
- Qualifications: 2 years experience in Facilities Management and proficiency in CAFM systems.
The predicted salary is between 30000 - 36000 £ per year.
About Artic Building Services
Artic Building Services is a leader in Hard Facilities Management across London and the Home Counties. We offer a comprehensive suite of technical and engineering solutions, ensuring the smooth operation of your Mechanical, Electrical, and Hard FM Plant.
Location: 17 Schooner Park, Schooner Court, Dartford, Kent DA2 6NW
Working Hours: Monday to Friday, 8am - 5pm
Employment Type: Permanent
Start Date: ASAP
About the Role
We are seeking a highly organised and proactive Commercial Contracts Administrator to join our dedicated team. This pivotal role will be instrumental in ensuring the smooth and efficient operation of our commercial contracts. You will be the central point of contact for administrative and helpdesk tasks, working closely with our engineering teams, and playing a crucial part in delivering exceptional service. This is a dynamic role requiring a meticulous approach and the ability to thrive in a fast-paced environment.
Key Responsibilities
- Contract Support & Communication: Provide dedicated administrative support to the Contracts Manager, ensuring frequent, detailed feedback on work progress and escalating any queries or issues promptly.
- Helpdesk & CAFM Management: Act as the focal point for the client's CAFM (Computer-Aided Facilities Management) system, efficiently organising and controlling a high volume of incoming callouts (100+ per day) while strictly adhering to Service Level Agreements (SLAs).
- Financial & Invoicing Administration: Raise all quotes accurately based on costing sheets provided by the Contracts Manager. Track all reactive and additional works, including associated costs, ensuring transparency and accuracy.
- Works Coordination: Coordinate, administrate, and manage both reactive and Planned Preventative Maintenance (PPM) works in line with strict contract and company performance measures.
- Liaison & Escalation: Liaise effectively with Engineers and Subcontractors, ensuring works standards are maintained, and communicating progress and issues for timely escalation.
- Reporting & Compliance: Demonstrate excellent due diligence when auditing all core company and client reports to ensure compliance and facilitate fluid invoicing. Provide essential administrative support in compiling Hard FM reports across the Residential and Mechanical Contracts.
- PPM Data Management: Ensure all PPM-related items, including assets, schedules, scope of works, and inclusions/exclusions, are accurately managed and updated within our CAFM system.
Skills and Experience Required
- Proven Experience: At least 2 years of demonstrable experience working within a challenging Service & Maintenance (S&M) or Facilities Management (FM) related environment.
- CAFM System Proficiency: Solid experience in using and understanding a CAFM system is essential.
- Organisational Excellence: Highly logical, organised, and methodical approach to ensure 100% completion of all works.
- Prioritisation & Multi-tasking: Exceptional ability to prioritise and multi-task effectively to a high level, consistently achieving strict deadlines.
- Pressure Management: Proven ability to work efficiently and accurately under pressure to achieve required Client and Contract Service Levels.
- Adaptability: Adaptable to a variety of works and contract demands.
- IT Literacy: Advanced IT literacy in all Microsoft packages, particularly Word and Excel, with the ability to produce detailed reports.
- Communication: Strong verbal and written communication skills for liaising with engineers, subcontractors, clients, and students.
- Flexibility: Willingness to work overtime if and when required to meet contract demands.
Health and Safety
As a member of the Artic Building Services team, you will be required to fulfil our legal duty to take reasonable care for the health and safety of yourself and others who may be affected by your actions, and to follow all guidance and instructions given in this respect. Your commitment to a safe working environment is paramount.
Why Join Artic Building Services?
This is an excellent opportunity to join a leading and reputable company within the M&E and Facilities Management sector. You will be an integral part of a key contract, contributing directly to client satisfaction and operational success. We offer a permanent position with competitive compensation and the chance to develop your career within a supportive and dynamic environment. We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, colour, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability.
What We Offer
- Holiday Allowance: 25 days plus bank holidays.
- Sickness Scheme.
- Pension enrolment after 3 months service.
- Wellbeing 360.
Commercial Contracts Administrator employer: Mecsia
Artic Building Services Ltd is an excellent employer, offering a supportive work culture that values collaboration and communication. Located in Dartford, employees benefit from a competitive benefits package, including generous holiday allowances and a robust pension plan, alongside ample opportunities for professional growth within the M&E and FM operations sector.
