Contracts and Transitions Administrator - Belvedere, Manchester Mobilisation · Manchester Booth[...]

Purpose of the Role

The Contracts and Transitions Administrator will provide essential administrative and coordination support to the Governance and Transition Team. The role ensures accurate documentation, organised processes, and smooth transitions during both the onboarding and offboarding of properties, portfolios, and suppliers. You will also support the maintenance of the approved supplier list, supply chain compliance, and legal and contractual administration. The position involves close collaboration with internal and external stakeholders, including Supply Chain, Surveying, Property Management, Client Accounting, Utilities, and third party suppliers.

Key Responsibilities

• Administrative Support
  • Provide day-to-day administrative assistance to the Governance and Transitions Team across the onboarding and offboarding of properties and suppliers.
  • Collate supplier information for onboarding and offboarding properties.
  • Administer the supplier registration process within Proactis.
  • Support supplier verification processes.
  • Draft Purchase Orders, Contract Orders, Call Off Orders and Contracts.
  • Draft and issue supplier communications relating to appointments and terminations.
  • Approve Purchase Orders and Contracts in accordance with the company business rules until these are changed.
  • Populate templates to support handover of purchase order documentation for property transitions.
  • Maintain and update project trackers, software, templates, checklists, and documentation to ensure accuracy and completeness.
  • Organise and schedule meetings, prepare agendas, take minutes, and follow up on actions.
  • Gather, format and issue documentation to internal and external stakeholders.
  • Manage the central mailbox to ensure all emails are allocated and responded to promptly.
  • Update reports as required.
• Documentation & Data Management
  • Ensure all documents are stored correctly and in line with Savills filing structures.
  • Support the preparation of sale/handover packs for onboarding and offboarding activities.
• Stakeholder Liaison
  • Communicate with internal departments and work cross-functionally to gather required information.
  • Assist external providers and transferring teams by supplying or coordinating documentation.
  • Provide clear and timely updates to colleagues to support effective project progression.
• Operational Support
  • Assist with the setup and closure of internal systems, document collation, forms and templates during onboarding and offboarding.
  • Support offboarding tasks such as collating exit documentation.
  • Identify and escalate opportunities for process improvement within administrative workflows.
• General Duties
  • Follow Savills templates, standards, and procedures to support process consistency.
  • Maintain confidentiality, professionalism, and accuracy when handling property, client, or financial information.
  • Undertake additional administrative tasks as required to support the wider team.

Duties listed are illustrative, not exhaustive.

Skills, Knowledge and Experience

• Experience in an administrative or coordination role, ideally within a Supply Chain or property management environment.
• Strong organisational skills with excellent attention to detail.
• Confident communicator with effective interpersonal skills.
• Proficient in Microsoft Office (Excel, Word, PowerPoint), SharePoint and project tracking tools.
• Able to manage multiple tasks and meet deadlines.
• Positive, adaptable, and proactive approach to supporting colleagues and the wider team.

Working Hours - 37.5 hrs per week

Benefits Booklet information is available for more details.

Duties listed are illustrative, not exhaustive.