Job Description

Contract Support – Facilities Management

Location: [Location]

Hours: 40 hours per week, 8:30am – 5:30pm

Reports to: Account Manager / Contract Manager

About the role

We’re looking for an organised and proactive Contract Support professional to join our Facilities Management team, supporting a prestigious and exciting client brand.

This is a varied role at the heart of the contract, providing administrative and operational support and helping ensure both planned and reactive maintenance activities run smoothly across a high-profile client environment.

You'll work closely with the client, engineers, subcontractors, suppliers and contract management team, coordinating jobs from initial request through to completion while keeping systems, financial information and compliance records accurate and up to date.

If you enjoy keeping things organised, solving problems and working in a busy FM environment, this is a great opportunity to become part of an exciting contract and support the delivery of Facilities Management services for a well-known and prestigious brand.

What you'll be doing

You'll provide day-to-day support across the contract, including:

• Managing helpdesk requests and ensuring jobs are logged, prioritised and allocated correctly
• Creating, updating and closing planned and reactive maintenance jobs within the CAFM system
• Monitoring outstanding work and proactively chasing engineers and subcontractors for updates
• Coordinating PPM schedules and ensuring works are completed within agreed timescales
• Arranging subcontractor visits and obtaining service reports and certification
• Coordinating access, permits and documentation for engineers and contractors
• Tracking remedial works and escalating delays or service risks where necessary
• Ensuring completed jobs have the correct supporting documentation before closure
• Maintaining accurate asset, maintenance and statutory compliance records
• Acting as a key point of contact for client queries and providing regular updates on outstanding works

Financial & commercial support

You'll also play an important part in the financial administration of the contract.

This will include raising and monitoring purchase orders, processing supplier quotations, supporting invoice validation and maintaining accurate spend and cost trackers.

You'll assist the management team with monthly financial information and help identify and track additional works and revenue opportunities.

Compliance

Working alongside the wider contract team, you'll help ensure contract documentation remains accurate and audit-ready.

You'll monitor statutory inspections and certification requirements and maintain documentation such as RAMS, contractor insurance, training records, service reports and compliance certificates.

You'll also provide administrative support during internal, client and company audits.

Reporting & contract performance

Accurate information is essential to delivering a successful FM contract.

You'll help maintain KPI and SLA data, produce weekly and monthly reports and generate information from the CAFM system to support the management team.

You'll monitor outstanding actions and service trends and help prepare information for client meetings and contract performance reviews.

What we're looking for

We're looking for someone with strong administrative and coordination experience, ideally gained within Facilities Management, Contract Support, Engineering Support, Property Services or a similar operational environment.

You'll ideally have experience of:

• Supporting engineers, contractors or operational service teams
• Planned and reactive maintenance coordination
• CAFM or job management systems
• Raising POs, processing quotations and supporting invoice administration
• Maintaining accurate compliance and service documentation
• Working to KPIs and SLAs
• Communicating professionally with clients, suppliers and internal teams

You'll need good Microsoft Office skills, excellent attention to detail and the ability to manage several priorities at once.

Most importantly, you'll be someone who takes ownership. Rather than simply recording an outstanding job, you'll be comfortable chasing it, finding out what's happening and helping move it towards completion.

What success looks like

You'll help ensure that planned and reactive services are delivered in line with contractual KPIs and SLAs, records remain accurate and compliant, and clients receive a responsive and professional service.

You'll support the Contract and Account Managers in maintaining strong financial control, identifying additional works opportunities and ensuring the contract continues to deliver a high standard of service.

Join us

This is a great opportunity for someone who enjoys the coordination side of Facilities Management and wants to be an important part of a busy operational team.

You'll work closely with experienced engineers and contract management colleagues, gaining exposure across service delivery, compliance, finance, contractors and client management.

If you have experience in Contract Support, FM administration, helpdesk coordination or a similar operational support role, we'd love to hear from you.