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- Tasks: Support the Services team with scheduling, client communication, and financial tasks.
- Company: Join a dynamic team focused on efficient maintenance and client satisfaction.
- Benefits: Enjoy flexible working hours and gain valuable experience in a supportive environment.
- Why this job: Perfect for those seeking hands-on experience in facilities management with a focus on teamwork.
- Qualifications: Proficiency in Microsoft Office and strong administrative skills are essential.
- Other info: This is a maternity cover role, offering a chance to step into a vital position.
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 to discuss your experience in facilities management or similar fields. Highlighting relevant experiences will demonstrate your understanding of the industry and how you can contribute to our team.
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 with 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.
Showcase Attention to Detail: Since the role requires high levels of written and numerical accuracy, consider including a brief section in your application that demonstrates your attention to detail. This could be a specific project where you successfully maintained accurate records or managed complex data.
Prepare for Potential Questions: Think about common interview questions related to client communication and problem-solving. Prepare concise examples from your past experiences that showcase your proactive attitude and ability to handle escalations or complaints effectively.
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, emphasise your experience in handling client enquiries and complaints. Use examples to illustrate how you've successfully resolved issues or improved communication with clients and contractors.
✨Familiarity with CAFM Systems
Since the role involves maintaining the CAFM system, it's important to show your familiarity with such tools. If you have experience with specific CAFM systems, mention them. If not, express your willingness to learn and adapt quickly to new software.
✨Highlight Your Attention to Detail
This position requires a high level of accuracy in financial and operational tasks. Be ready to discuss how you ensure accuracy in your work, whether it's through double-checking data or implementing processes to minimise errors.
