Contracts Manager, Grounds Maintenance

Key Responsibilities

• Operational Management: Oversee the day-to-day operations of assigned contracts, ensuring all work is completed to specification, on time, within budget, and to the highest quality standards. Develop and implement efficient work schedules, resource plans, and allocation of equipment and materials to maximise productivity and service delivery. Proactively identify and implement service improvements and cost efficiencies across all contracts. Identify opportunities for contract expansion and upselling additional services to existing clients, contributing to revenue growth.
• Team Leadership & Development: Lead, mentor, and supervise Team Leaders and operational staff, fostering a positive and productive work environment. Conduct regular performance reviews, identify training needs, and support the professional development of your teams. Manage staff attendance, absences, and approve annual leave requests in coordination with HR and site supervisors, ensuring adequate cover. Address any performance or conduct issues promptly and in line with company policy and UK employment law.
• Client Relationship Management: Act as the primary point of contact for clients, building and maintaining strong, long-term relationships through proactive communication and regular engagement. Attend regular client review meetings and site visits to ensure satisfaction, address concerns, and identify opportunities for growth. Promptly and effectively resolve any client queries, complaints, or issues, escalating when necessary.
• Compliance & Safety: Ensure full compliance with all company health & safety policies, UK legislation (e.g., Health and Safety at Work Act 1974, COSHH, LOLER), and environmental regulations. Conduct regular site inspections, risk assessments, and implement necessary control measures to maintain a safe working environment for all staff and site users. Investigate and report on all incidents, accidents, and near misses, implementing corrective actions to prevent recurrence. Maintain accurate and up-to-date records of all compliance activities.
• Vehicle & Equipment Management: Oversee the scheduling and upkeep of company vehicles and equipment used by field teams, ensuring that regular maintenance, safety checks, and servicing are carried out and logged in line with manufacturer guidelines and legal requirements. Ensure all vehicles are roadworthy, legally compliant (e.g., MOT, tax, insurance), and fit for purpose.
• Financial Management & Reporting: Monitor and manage operational budgets for assigned contracts, including labour, materials, subcontractors, and fuel usage, aiming to achieve financial targets. Identify and implement cost-saving initiatives without compromising service quality. Monitor and report on service delivery using field management software, ensuring accurate and timely data entry. Prepare regular performance reports for senior management, highlighting key achievements, challenges, and recommendations.
• Administrative & Digital Proficiency: Maintain accurate and comprehensive records of site activity, issues, resolutions, and client communications using digital platforms. Ensure the effective utilisation of all company-provided digital tools and software to streamline operations and enhance reporting.

Key Performance Indicators (KPIs)

• Client Satisfaction Score: Achieved through regular feedback mechanisms and contract retention rates.
• Contractual Compliance: Measured by successful completion of scheduled works, adherence to service level agreements (SLAs), and audit outcomes.
• Operational Budget Adherence: Variance from agreed budgets for labour, materials, and overheads.
• Health & Safety Compliance: Number of incidents/accidents, near misses, and outcomes of internal/external safety audits.
• Team Productivity & Efficiency: Measured by output against resource allocation and timely completion rates.
• Vehicle & Equipment Utilisation & Compliance: Records of maintenance, safety checks, and overall vehicle availability.
• Digital Data Accuracy & Reporting Timeliness: Quality and punctuality of data input into field management software and generated reports.
• Employee Retention & Engagement: Turnover rates within your teams and participation in training and development.
• Revenue growth: From existing contracts / Upsell value achieved.

Required Skills & Experience

• Proven Experience: Significant experience in contract or operational management within the grounds maintenance, landscaping, or a similar commercial service industry in the UK.
• Leadership & Management: Strong leadership and staff management skills, with a demonstrable ability to motivate, develop, and effectively manage multiple operational teams.
• Communication: Excellent verbal and written communication skills, with the ability to engage effectively with clients, staff at all levels, and suppliers.
• Technical Proficiency: Familiarity with field service or workforce management software and strong general IT literacy (Microsoft Office Suite).
• Industry Knowledge: Comprehensive working knowledge of grounds maintenance practices, tools, equipment, and seasonal requirements.
• Health & Safety: In-depth awareness and practical application of relevant UK Health & Safety legislation and best practices, including vehicle and equipment safety. A NEBOSH or IOSH qualification is highly desirable.
• Organisational Skills: Exceptional organisational and planning abilities, with a keen eye for detail and the capacity to manage multiple priorities simultaneously.
• Financial Acumen: Proven ability to manage budgets, control costs, and identify efficiencies.
• Driving Licence: A full, clean UK driving licence is essential.
• Industry Certifications: Relevant industry certifications are highly preferred.

This job description is intended to provide an overview of the responsibilities and expectations for the role of Contract Manager. Duties may evolve over time in line with operational and business needs. The company reserves the right to amend or update this job description as required.