Contract Administrator (FTC)

Full details of the job.

Vacancy Name

Vacancy Name Contract Administrator (FTC)

Vacancy No

Vacancy No VN728

Employment Type

Employment Type Fixed-Term Contract

Location

Location United Kingdom

Working Location Category

Working Location Category Based

About Us

Macro is a recognised global specialist in facilities management, providing cutting-edge services to some of the most prominent brands offering workplace design, helpdesk services, interim property management, and providing solutions to making buildings healthier, smarter and sustainable by using advanced technological solutions.
We are driven by a commitment to excellence in everything we do. Our values—Drive for Better, Delight Customers, Do What’s Right, and Develop People—shape our culture and guide our decision-making. Our strategic priorities focus on Everyday Excellence, Outstanding Experience, and Everlasting Impact.
Join our team to contribute to an organisation that prioritises innovation and technology. Experience the perfect blend of opportunity and community, where you will benefit from a supportive and people-focused culture.

About the Role

The Contract Administrator provides essential support to the facilities management account team, ensuring the effective administration of procurement activities and accurate validation of supplier invoices for payment. Working within a managing agent model for a global fashion retail client, the role acts as a key interface between operational teams, procurement, and finance to ensure compliance, cost control, service quality, and timely financial processing.
The role is responsible for coordinating supplier onboarding activities, purchase order administration, contract administration, record management, governance reporting, and the validation and approval of supplier invoices against contractual agreements, purchase orders, completed works, and agreed rates.

Key Responsibilities

Procurement Administration

Procurement Support

• Provide administrative support to the Procurement Manager across all procurement activities.
• Support supplier engagement activities by coordinating communications, documentation requirements and onboarding activities.
• Maintain procurement records, contract registers, supplier databases and document repositories.
• Ensure supplier information remains current, including insurance, accreditations, compliance certificates, and service agreements.
• Coordinate supplier information and due diligence documentation to support supplier onboarding activities.
• Collate supplier performance information, KPI data and action trackers to support Procurement Manager-led supplier review meetings.
• Maintain procurement reports, supplier performance data, spend reports, and savings trackers to support procurement reporting and governance activities.
• Monitor contract expiry dates and provide advance notification to support renewal planning.
• Assist in implementing procurement policies, processes, and governance procedures.

Purchase Order Administration

• Raise and administer purchase orders in accordance with company procedures.
• Ensure purchase orders are correctly authorised before issue.
• Monitor purchase order status and support closure of completed orders.
• Resolve discrepancies between purchase orders, supplier quotations, and completed works.

Finance Administration

Invoice Validation and Processing

• Validate supplier invoices for facilities management services before submission for payment.
• Match invoices against approved purchase orders, agreed schedules of rates, contracts, and completed works records.
• Ensure all invoice values are accurate and supported by appropriate documentation.
• Verify that works have been completed and approved by the relevant operational stakeholders.
• Identify and resolve invoice discrepancies with suppliers and internal teams.
• Reject or query invoices where supporting documentation or approvals are insufficient.
• Process high volumes of invoices whilst maintaining accuracy and compliance.
• Support month-end financial processes and invoice accrual reporting.

Cost Control and Financial Governance

• Monitor expenditure against budget allocations and report variances.
• Assist in identifying duplicate invoices, incorrect charging, and non-compliant expenditure.
• Support financial audits by maintaining accurate records and document trails.
• Ensure all financial activities comply with contractual obligations and company procedures.
• Maintain accurate records of invoice status, approvals, and payment tracking.

About You

The ideal candidate will have

Essential:

• Experience in procurement administration, finance administration, or accounts payable.
• Experience working within facilities management, property services, maintenance, or a managing agent environment.
• A strong understanding of purchase orders, invoices, and supplier management processes.
• Excellent attention to detail and analytical skills.
• Strong numerical and financial administration skills.
• Experience using finance and procurement systems.
• Proficiency in Microsoft Excel, Word, Outlook and Teams.
• Strong communication, organisational, and stakeholder coordination skills.
• Ability to prioritise workloads and manage multiple tasks simultaneously.
• Experience handling confidential commercial and financial information.

Desired:

• Experience supporting retail, fashion, or multi-site property portfolios.
• Knowledge of soft services, hard services, and reactive maintenance services within a facilities management environment.
• Understanding of contract administration, supplier compliance and performance reporting.
• AAT qualification or equivalent finance administration experience.
• CIPS qualification or currently working towards CIPS accreditation.

Diversity Statement

We want to create a workplace where everyone feels safe to bring their whole selves to work. We recognise that every individual has different needs. This is Meis Macro’s EDI campaign, a commitment to understanding and supporting those needs, both professionally and personally.
Our aim is to help identify and acknowledge individual needs that may impact work-life experience. It’s about being proactive, learning from one another, and creating a supportive space that encourages growth and productivity.
Should you need to discuss any reasonable adjustments or require guidance about our recruitment process, please contact careers@macro-group.com to speak to a member of our team.

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