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- Tasks: Support the Services team with scheduling, client communication, and financial tasks.
- Company: Join a dynamic company focused on efficient maintenance and client satisfaction.
- Benefits: Enjoy flexible working hours and a supportive team environment.
- Why this job: Gain valuable experience in administration while making a real impact on service delivery.
- Qualifications: Proficiency in Microsoft Office and strong organisational skills are essential.
- Other info: This is a maternity cover role, perfect for those seeking temporary work.
The predicted salary is between 30000 - 42000 £ per year.
Maternity cover - Contract Admin
Role Purpose: To provide vital administrative support to the Services team, ensuring the efficient coordination of maintenance activities, effective communication with clients and contractors, and smooth handling of financial and operational tasks.
Key Responsibilities:
- Schedule and manage the daily workload for the Services team, ensuring engineers and subcontractors are fully and effectively deployed.
- Respond to client enquiries via phone and email, assigning appropriate personnel to carry out required work.
- Maintain and update the CAFM (Computer-Aided Facilities Management) system for the Services department.
- Plan and assign routine and reactive maintenance visits for engineers and subcontractors.
- Raise purchase orders for subcontractor works related to maintenance tasks.
- Track and collect service reports from engineers and subcontractors; ensure timely submission to clients.
- Follow up on outstanding quotes and recommendations from completed works.
- Update and manage information across client systems and portals.
- Support the financial and commercial operations of the Services team, including processing purchase and sales orders, logging invoices, and generating client invoices as work is completed.
- Assist in compiling financial data and weekly sales forecasts.
- Act as the initial point of contact for escalations, handling client complaints and queries professionally.
- Ensure all records — including timesheets, purchase orders, and approvals — are accurately maintained and auditable.
- Provide cover and support to the Senior Contract Support as required, especially during absences.
- Undertake other administrative duties as reasonably assigned by the Line Manager.
Skills & Experience Required:
- Proficiency in Microsoft Office (Excel, Word, Outlook) and familiarity with CAFM systems and client reporting tools.
- Strong administrative and IT skills with attention to detail.
- High level of written and numerical accuracy.
- Previous experience in a facilities management, engineering, or construction setting is preferred.
- Flexible and organised approach, able to prioritise tasks and manage competing deadlines.
- Strong communication skills and a proactive attitude towards problem-solving.
Contract Administrator employer: PRS
Contact Detail:
PRS Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Contract Administrator
✨Tip Number 1
Familiarise yourself with CAFM systems before applying. Understanding how these systems work will not only help you in the role but also impress us during the interview process.
✨Tip Number 2
Brush up on your communication skills. As a Contract Administrator, you'll be the first point of contact for clients and contractors, so being able to communicate clearly and professionally is key.
✨Tip Number 3
Showcase your organisational skills. We value candidates who can manage multiple tasks effectively, so think of examples from your past experiences where you've successfully prioritised and organised workloads.
✨Tip Number 4
Prepare for potential scenarios involving client complaints or escalations. Being ready to discuss how you would handle such situations can demonstrate your proactive attitude and problem-solving skills.
We think you need these skills to ace Contract Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administrative roles, particularly in facilities management or engineering. Emphasise your proficiency in Microsoft Office and any experience with CAFM systems.
Craft a Compelling Cover Letter: In your cover letter, address how your skills align with the responsibilities of the Contract Administrator role. Mention specific examples of how you've successfully managed workloads, communicated with clients, or handled financial tasks in previous positions.
Highlight Key Skills: Focus on showcasing your strong communication skills, attention to detail, and ability to prioritise tasks. These are crucial for the role, so provide examples that demonstrate these abilities in action.
Proofread Your Application: Before submitting, carefully proofread your application for any spelling or grammatical errors. A polished application reflects your attention to detail and professionalism, which is essential for the role.
How to prepare for a job interview at PRS
✨Showcase Your Organisational Skills
As a Contract Administrator, you'll need to juggle multiple tasks. Be prepared to discuss how you prioritise your workload and manage competing deadlines. Share specific examples from your past experiences that highlight your organisational abilities.
✨Demonstrate Your Communication Skills
Effective communication is key in this role. During the interview, practice articulating your thoughts clearly and concisely. You might also want to prepare for questions about how you've handled client enquiries or complaints in the past.
✨Familiarise Yourself with CAFM Systems
Since familiarity with CAFM systems is essential, do some research on common platforms used in the industry. If you have experience with any specific systems, be ready to discuss how you've used them to improve efficiency in your previous roles.
✨Prepare for Financial Discussions
This role involves handling financial tasks, so brush up on your knowledge of purchase orders, invoicing, and financial data compilation. Be ready to explain how you've managed similar responsibilities in the past and how you ensure accuracy in financial records.
