Administrator - Contract Co-ordinator

  • Job Reference: 46379
  • Date Posted: 10 May 2023
  • Recruiter: Catch22
  • Location: Theale, Berkshire, England
  • Salary: £28,000 to £30,000
  • Bonus/Benefits: benefits
  • Sector: Administration & Help Desk, Facilities / Estates Management
  • Job Type: Permanent

Job Description

Our client, a leading Facilities Management Service Provider, are looking to appoint an Administrator (Contract Co-ordinator) for their offices in Berkshire.

Job purpose of the Administrator (Contract Co-ordinator):

You will be responsible for supporting the Line Manager and other members of the contract with relevant administration support. The role will commence in Theale, West Berkshire RG7, with a site visit once a week in Slough.

Key responsibilities of the Administrator:

  • Support Business Support Manager's and Contracts objectives
  • Processing of Timesheets for Contract
  • Administration of PPM / engineer report sheets and reporting on identified defects.
  • Ensure service report sheets and corresponding paperwork is uploaded to Maximo and saved within IMS folder for all works, raise work orders for required remedial works
  • Engage with customers and build interpersonal relationships both internally and externally.
  • Coordinate the allocation and scheduling of PPM's and reactive work orders.
  • Communicate with employees and Suppliers to obtain updates and service report sheets for work order tasks.
  • Request FM Procurement to raise and update Purchase Orders
  • Request and update FM Procurement with final costs of call out for zero value purchase orders.
  • Liaise with Contract Manager to approve supplier invoices.
  • Obtain supplier quotations and submit to supervisor(s) or Contract Manager or request Purchase Orders to be raised
  • Raise Planned Defect work orders following the completion of PM and SM.
  • Ensure job report sheets from Suppliers are approved by site supervisor(s) or Contract Manager and uploaded to S drive and Maximo.
  • Asist in the writing and collation of client reports
  • Liaise with FES FM helpdesk and Client helpdesk on related works.
  • Support central business functions locally.
  • Support Head office FM Procurement Team with Supplier Evaluation Form and Supplier Insurance (where required)

Who are we looking for:

  • Excellent customer skills
  • Knowledge of FM & PFI Contracts
  • Working knowledge of the difference between PPM/Reactive/Quoted works
  • Excellent IT skills with proven knowledge of CAFM systems
  • An understanding of Health & Safety requirements within health care environment
  • Positive approach to work and high pace environment

Salary for this Administration position:

In return our client is offering for this full time position a salary depending on experience between 28,000.00 to 30,000.00 per annum


  • Bonus - up to 5% annual
  • 35 days annual leave (includes BH)

If you feel you are the ideal candidate for this role then please apply here, for a full job description then please contact Jeanette on 0207 220 8900 or email