Contract Co-ordinator

Back to job search

Contract Co-ordinator

  • Sector:

    Management & Administration

  • Job type:


  • Contact phone:

    Rachel Evans

  • Contact email:

  • Contact phone:


  • Job ref:


  • Published:

    12 days ago

  • Expiry date:


Position - Contract Co-ordinator Location - Reading Reporting to - Team Leader Desired Experience & or Qualifications •Previous administrative experience within a Facilities Management environment •Knowledge of FM and PFI Contracts •CAFM experience •Working knowledge of the difference between PPM / Reactive / Quoted works •Self-motivator with an ability to prioritise work •Problem solver •Clear communicator demonstrating effective and timeous with customers and colleagues alike •Demonstrating a pro-active attitude •Having excellent computer / IT skills and proven knowledge of CAFM systems (Maximo, Planet, Excel, Word, PowerPoint, Outlook, Zetasafe) •To have created sales invoices and knowledge of applications of payments. •The ability to work under pressure and adhere to tight guidelines. •Attention to detail •Positive approach to work and high pace environment Typical Duties Our client is seeking a Contact Co-ordinator on a 12 month contract to cover maternity leave in Reading. The function will support the Line Manager and other members of the contract with relevant administration support including, but not limited to, the coordination of work orders, contact task and maintaining CAFM system and contract folders alongside other general day to day administrative tasks, as directed by the Line Manager. •Support Business Support Manager’s objectives •Coordinate and support other members of team in line with their job description. •Administration of PPM / engineer report sheets and reporting on identified defects. •Ensure service report sheets and corresponding paperwork is uploaded and saved •Engage with customers and build interpersonal relationships both internally and externally •Coordinate the allocation and scheduling of PPM’s and reactive work orders in line with KPI’s •Communicate with employees and Suppliers to obtain updates and service report sheets for work order tasks ahead of the KPI expiry. •Escalate as per Contract requirements. •Request Purchase Orders to be raised by FM Procurement. •Request and update FM Procurement with final costs of call out for zero value purchase orders. •Liaise with Contract Manager to approve supplier invoices. •Review out of hours activities each morning. •Escalate to supervisor(s)/ Contract Manager reactive and PPM tasks (work orders) which cannot be completed prior to KPI expiry. •Schedule supplier visits in line with company and Clients requirements. •Obtain supplier quotations and submit to supervisor(s) or Contract Manager. •Raise Planned Defect work orders •Ensure job report sheets from Suppliers are approved by site supervisor(s) or Contract Manager and uploaded. •Request approval from required signatories for quoted, extra works and applications. •Liaise with helpdesk and Client helpdesk on related works. •Where applicable, request SLA extensions for reactive work orders before the SLA expiry date. •Raise fixed and variable sales invoices as required, and resolve unbilled items. Escalate known risks due to non-completions to Contract Manager •Raise monthly fixed sales invoices to clients and identifying any risks due to non-completions to the Commercial Manager. •Liaise with Subcontractors to obtain service sheets, invoices and credits as required. •Any other duties as deemed commensurable with the level of the role. Remuneration Package Up to £12 per hour, based on a 40 hour week Monday - Friday 08:00 - 17:00.