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- Tasks: Support maintenance contracts with admin tasks, scheduling, and client communication.
- Company: The Well Group, a leader in property management services across London.
- Benefits: Full-time role with opportunities for growth and skill development.
- Why this job: Join a dynamic team and make a real difference in property management.
- Qualifications: Experience in contract support and proficiency in Microsoft Office required.
- Other info: Office-based role in Northwood with a focus on teamwork and efficiency.
The predicted salary is between 36000 - 60000 £ per year.
The Well Group is a multidisciplinary provider of statutory maintenance and compliance management services across London and the South East. We specialize in delivering tailored solutions to meet the diverse needs of our clients in the region. With a focus on quality and efficiency, our team ensures seamless management and maintenance of buildings and facilities. We are committed to excellence and customer satisfaction, creating sustainable and innovative solutions for property management.
This is a full-time, on-site role located in Northwood for a Contract Support Administrator. The Contract Support Administrator is responsible for providing comprehensive administrative and operational support to planned preventative maintenance (PPM) and reactive maintenance contracts. The role is central to ensuring contract compliance, efficient scheduling of engineers, accurate reporting, and effective communication with clients.
This is an office-based role, supporting the day-to-day delivery of maintenance contracts by utilising Joblogic and Microsoft applications to manage workflows, customer portals, reporting, DBS compliance, and work-in-progress (WIP) tracking.
Key Responsibilities- Contract & PPM Administration
- Support the administration of planned preventative maintenance (PPM) and reactive maintenance contracts
- Maintain accurate contract records, asset data, and service schedules within Joblogic
- Ensure all PPM visits are scheduled, completed, and closed out in line with contract requirements and SLAs
- Scheduling & Engineer Coordination
- Schedule engineers for PPM and reactive works using Joblogic
- Liaise with engineers to confirm availability, attendance, and job progress
- Monitor job statuses and reallocate resources where necessary to meet deadlines and KPIs
- Joblogic & Systems Management
- Use Joblogic to raise, update, and close jobs accurately
- Upload and manage service reports, certification, and supporting documentation
- Maintain data integrity across the system, ensuring jobs are correctly coded and invoicing-ready
- Reporting & Customer Portal Management
- Manage customer portals, ensuring reports and compliance documents are uploaded on time
- Generate and issue PPM completion reports, service reports, and contract performance data
- Respond to client queries relating to reports, job statuses, and documentation
- DBS & Compliance Management
- Manage DBS records for engineers, ensuring checks are valid and up to date
- Track expiry dates and coordinate renewals where required
- Support wider compliance administration, including training records and certifications
- Work in Progress (WIP) & Financial Support
- Maintain and update WIP trackers to monitor open jobs and outstanding works
- Support the contracts and accounts teams with accurate job and cost information
- Assist in identifying delays, missing reports, or jobs preventing invoicing
- General Administration & Support
- Handle incoming emails and calls related to maintenance works and scheduling
- Support the wider operations team with ad hoc administrative tasks
- Maintain organised digital filing systems using Microsoft applications
- Previous experience in a contract support, facilities, or maintenance administration role
- Experience using Joblogic or similar CAFM / job management systems
- Strong organisational and time management skills
- Confident user of Microsoft Office applications (Outlook, Excel, Word, Teams)
If this is a role you can do Well, please get in touch!
Contract Administrator employer: The Well Group
Contact Detail:
The Well Group Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Contract Administrator
✨Tip Number 1
Network like a pro! Reach out to people in the industry, attend local events, and connect with professionals on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and role thoroughly. Understand their values and how your skills align with their needs. Practise common interview questions and think of examples that showcase your experience in contract support and administration.
✨Tip Number 3
Follow up after interviews! A quick thank-you email can go a long way in showing your enthusiasm for the role. It also keeps you fresh in the interviewer's mind, which is always a bonus.
✨Tip Number 4
Don’t forget to apply through our website! We’ve got loads of opportunities waiting for you, and applying directly can sometimes give you an edge. Plus, it shows you’re genuinely interested in being part of our team!
We think you need these skills to ace Contract Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Contract Administrator role. Highlight your experience with contract support and any relevant software like Joblogic. We want to see how your skills match what we're looking for!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for our team at The Well Group. Share specific examples of your past experiences that relate to the job description.
Show Off Your Organisational Skills: Since this role requires strong organisational skills, make sure to mention any relevant experiences where you successfully managed schedules or maintained records. We love seeing how you keep things running smoothly!
Apply Through Our Website: Don't forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. We can’t wait to hear from you!
How to prepare for a job interview at The Well Group
✨Know Your Joblogic
Familiarise yourself with Joblogic and similar CAFM systems before the interview. Be ready to discuss how you've used these tools in past roles, as this will show your practical knowledge and readiness for the position.
✨Showcase Your Organisational Skills
Prepare examples that highlight your organisational and time management skills. Think of specific situations where you successfully managed multiple tasks or schedules, as this is crucial for the Contract Support Administrator role.
✨Understand Compliance and Reporting
Brush up on compliance management and reporting processes relevant to maintenance contracts. Being able to discuss how you ensure contract compliance and manage documentation will impress the interviewers.
✨Engage with the Team Spirit
Demonstrate your ability to work collaboratively with engineers and clients. Share experiences where effective communication led to successful outcomes, as teamwork is key in this role.
