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- Tasks: Manage client contracts, ensuring accuracy and timely renewals while collaborating with various teams.
- Company: Award-winning tech services company with a focus on IT and cyber security.
- Benefits: 28 days annual leave, private healthcare, training opportunities, and a supportive work environment.
- Why this job: Play a vital role in client retention and business growth while developing your career.
- Qualifications: Experience in contract administration and strong attention to detail required.
- Other info: Opportunity for career progression into a Contract Management Lead position.
The predicted salary is between 36000 - 60000 £ per year.
Company Profile
Total IT is an award-winning technology services and systems integration business founded in 2006, with offices in Bedford, London, and Dubai. We operate at the intersection of IT, cyber security, networks, and smart building technology, supporting some of the largest and most complex commercial buildings in the United Kingdom, alongside a growing portfolio of international clients. Our clients trust us to manage business-critical environments where accuracy, reliability, and professionalism matter. As we continue to scale across the UK and internationally, strong operational foundations particularly around contracts, renewals, and commercial governance are essential to our success.
Description
As a Contract Administrator within our Customer Services department, you will play a key role in protecting revenue, ensuring contractual accuracy, and enabling smooth client renewals across a diverse and growing client portfolio. You will own the end-to-end lifecycle of 200-300 active client contracts, working closely with Customer Services, Customer Success, Sales, Finance, and Service Delivery teams. This is a fast-paced, detail-driven role that requires confidence, structure, and the ability to take ownership while knowing when to escalate appropriately. This is not a passive administration role; it is a trusted operational position with real impact on client retention, margin protection, and business scalability.
Key Responsibilities
- Contract & Renewal Ownership (c. 40%)
- Own contract renewal dates end-to-end, ensuring renewals are identified, prepared, issued, approved, and completed on time.
- Prepare renewal quotations, applying agreed pricing structures and adjusting within defined guardrails where appropriate.
- Review contract line items to ensure accuracy, alignment to services delivered, and commercial consistency.
- Actively flag pricing anomalies, margin erosion, or contractual risks.
- Contract Changes & Variations (c. 10%)
- Manage contract variations, service changes, and amendments throughout the contract lifecycle.
- Ensure all changes are accurately documented, approved, and reflected across systems.
- Query Management & Resolution (c. 20%)
- Act as a primary point of contact for contract-related queries from internal teams and clients.
- Investigate discrepancies, missing documentation, or expired agreements.
- Resolve issues independently where possible, proposing practical solutions.
- Internal Coordination & Governance (c. 30%)
- Work closely with Sales, Finance, Customer Services, Customer Success, and Service Delivery teams.
- Escalate issues appropriately depending on client size, risk, and commercial impact.
- Support key client escalations in collaboration with the Customer Success team.
- Provide procurement cover when required, ensuring orders are placed accurately and profitably.
Systems & Tools
You will work confidently across:
- Halo PSA - contract records, CRM activity, renewals
- Xero - financial alignment and commercial accuracy
- SharePoint - budgets, supporting documentation, and governance
Accuracy across systems is critical to the success of this role.
Authority & Decision-Making
You are expected to own problems, investigate root causes, and propose fixes. You will escalate to Customer Services, Finance, Customer Success, or Leadership where required, using sound judgement. You will operate within agreed commercial frameworks while maintaining high standards of accountability.
Skills & Experience
- Proven experience in contract administration, renewals, or commercial operations.
- Strong understanding of contract structures, pricing models, and documentation.
- High attention to detail with the ability to manage volume without losing accuracy.
- Confident communicator, able to work across multiple departments.
- Comfortable working with CRM and finance systems.
- Organised, proactive, and resilient under pressure.
The Ideal Candidate
You are structured, dependable, and take pride in getting things right. You enjoy ownership, thrive on clarity, and understand that well-managed contracts underpin strong client relationships and a healthy business. You are comfortable working independently but value collaboration. You spot issues early, communicate clearly, and keep things moving.
Growth & Progression
As the business continues to scale, this role has the potential to grow into a Contract Management Lead position. You will support international contracts, including our Dubai operations. Your influence and responsibility will increase as our client base and contract landscape expand.
Company benefits:
- 28 Days annual leave plus 1 day, 2 weeks either side of your Birthday.
- Great working environment within a friendly team.
- Private healthcare including 24-hour GP access.
- Mental health & wellbeing programmes.
- Audio, optical & dental cover.
- Up to 10 days of relevant training per year.
- A tailored professional and personal development plan.
- High performance computers for all employees.
- Friendly, supportive, and professional working environment.
Interview Process:
- Stage 1: Telephone screening (10-15 minutes).
- Stage 2: Teams or in-person interview with Customer Services Manager.
- Stage 3: Face-to-face interview with Customer Services Manager and our CEO.
- Stage 4: Offer discussion with HR Manager.
- Final Stage: Offer letter and agreed start date - welcome to Total IT.
Why work at Total IT
A team survey described Total IT as having great people and an atmosphere that makes you want to come into work each day. Joining us in this role, you can expect to be trusted, supported, and given the opportunity to grow as the business expands.
Contracts Administrator in Bedford employer: Total IT Technology Solutions Ltd
Contact Detail:
Total IT Technology Solutions Ltd Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Contracts Administrator in Bedford
✨Tip Number 1
Get to know the company inside out! Research Total IT's projects, values, and culture. This will help you tailor your conversations during interviews and show that you're genuinely interested in being part of the team.
✨Tip Number 2
Network like a pro! Connect with current employees on LinkedIn or attend industry events. Building relationships can give you insider info and might even lead to a referral, which is always a bonus!
✨Tip Number 3
Prepare for those tricky interview questions! Think about how your experience aligns with the role of Contracts Administrator. Use the STAR method (Situation, Task, Action, Result) to structure your answers and showcase your skills.
✨Tip Number 4
Don’t forget to follow up after your interviews! A quick thank-you email can leave a lasting impression and shows your enthusiasm for the role. Plus, it keeps you on their radar as they make their decision.
We think you need these skills to ace Contracts Administrator in Bedford
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Contracts Administrator role. Highlight your experience in contract administration and any relevant skills that match the job description. We want to see how you fit into our team!
Showcase Your Attention to Detail: Since this role is all about accuracy and detail, be sure to demonstrate your meticulous nature in your application. Use examples from your past experiences where your attention to detail made a difference. We love candidates who take pride in getting things right!
Communicate Clearly: Your written communication skills are crucial for this position. Make sure your application is clear, concise, and free of errors. We appreciate candidates who can convey their thoughts effectively, as this will be key in your role with us.
Apply Through Our Website: We encourage you to submit your application through our website. It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it shows you’re proactive and keen to join our team at Total IT!
How to prepare for a job interview at Total IT Technology Solutions Ltd
✨Know Your Contracts Inside Out
Before the interview, make sure you understand the basics of contract administration and the specific requirements of the role. Familiarise yourself with common contract structures and pricing models, as well as any relevant tools like Halo PSA and Xero. This will show your potential employer that you're serious about the position.
✨Demonstrate Attention to Detail
Given the detail-driven nature of this role, be prepared to discuss examples from your past experience where your attention to detail made a significant impact. Whether it’s catching a pricing anomaly or ensuring contractual accuracy, highlight how your meticulousness has benefited previous employers.
✨Showcase Your Communication Skills
As a Contracts Administrator, you'll need to liaise with various teams. Practice articulating how you've effectively communicated across departments in the past. Be ready to share specific instances where your communication skills helped resolve issues or improve processes.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving abilities and judgement. Think of scenarios where you had to manage contract changes or resolve discrepancies. Prepare to explain your thought process and the steps you took to ensure a successful outcome, demonstrating your ability to take ownership.
