Contract Administrator in Wokingham

Contract Administrator

Wokingham, Berkshire
Permanent, Full Time
Salary £36,000 + Excellent Benefits Package

We are working with a highly reputable, growing and forward-thinking facilities management business specialising in the maintenance of high-end commercial properties.

Due to continued growth, they are looking to recruit Contract Administrators to join their established on-site team in Wokingham.

This is an office-based role supporting the day-to-day administration and coordination of planned and reactive maintenance services across a prestigious commercial environment.

The successful candidate will work closely with engineers, contract managers, subcontractors and clients to ensure maintenance works are scheduled effectively, completed within agreed timescales and accurately recorded.

The Role

Key responsibilities will include:

• Scheduling planned and reactive maintenance works and managing engineers' diaries.
• Coordinating engineers and subcontractors to ensure jobs are completed within agreed timescales.
• Managing client requests and enquiries, providing updates and feedback where required.
• Arranging emergency maintenance works and callouts when necessary.
• Updating and maintaining accurate records within simPRO and client management systems.
• Monitoring engineer job updates, ensuring works are correctly recorded and closed off.
• Checking completed jobs to ensure labour, materials and relevant information are accurate before invoicing.
• Raising purchase orders and ordering parts and materials where required.
• Supporting the Finance team with monthly contract billing, additional works invoicing and purchase orders.
• Monitoring planned maintenance schedules to ensure compliance and completion within agreed deadlines.
• Preparing and submitting relevant documentation, reports and client information.
• Identifying discrepancies in job reporting and escalating these to the Contract Manager.
• Maintaining accurate records, filing and archiving in line with company procedures.
• Providing general administrative support to the wider contract management and engineering teams.
• Working collaboratively to ensure a professional and efficient service is delivered to clients.

The Person

The successful candidate will:

• Have previous experience within contract administration, service coordination or maintenance administration.
• Ideally have experience within facilities management, construction, engineering or building maintenance.
• Be comfortable working closely with engineers, subcontractors and contract managers.
• Have strong organisational skills and excellent attention to detail.
• Be confident managing multiple tasks and prioritising a busy workload.
• Have excellent written and verbal communication skills.
• Be proficient in Microsoft Office, particularly Outlook, Word and Excel.
• Ideally have experience using simPRO or similar CAFM systems.
• Be comfortable dealing with clients and responding to enquiries professionally.
• Be proactive, reliable and able to work independently as well as part of a wider team.

The Team

You will join an established and well-supported engineering team, including:

• 4 engineers.
• Dedicated Site Manager.
• Engineering Supervisor.

The Package

• Salary £36,000
• Permanent, full-time position.
• Static, office-based role in Wokingham.
• Monday to Friday – 9:00am to 5:00pm.
• 25 days annual leave plus bank holidays.
• Additional day off for your birthday.
• Company pension.
• Healthcare benefits.
• Supportive and established on-site team.
• Genuine opportunities for training and career progression.