Contract Administrator

Contract Administrator

Location: Kensington, London
Job Type: Full-Time, Ongoing Contract Role

Working Hours

• Monday to Friday


• 8:00am – 5:00pm (40-hour week)


• Based full-time on-site in Kensington, London.

About the Role

I'm seeking an organised, proactive, and detail-oriented Contract Administrator to join a leading service provider, supporting the delivery of Mechanical & Electrical (M&E) building services across a prestigious portfolio in Kensington. This is an ongoing contract position, offering the opportunity to become an integral part of a busy operational team delivering high-quality planned and reactive maintenance services.

Working closely with Contract Managers, Engineers, and clients, you will provide comprehensive administrative support to ensure the smooth day-to-day running of the contract while maintaining excellent customer service and compliance standards.

Key Responsibilities

• Provide administrative support to the Contract Manager and operational team.


• Raise and manage work orders through CAFM/client systems.


• Schedule planned preventative maintenance (PPM) visits and reactive works.


• Coordinate engineers' diaries and monitor attendance.


• Process purchase orders, invoices, and subcontractor documentation.


• Ensure service reports, certificates, and compliance documentation are received, reviewed, and uploaded within required timescales.


• Maintain accurate contract records, asset information, and filing systems.


• Prepare monthly reports, KPIs, and performance data.


• Liaise professionally with clients, suppliers, subcontractors, and engineers.


• Support the mobilisation of additional works and small projects.


• Monitor outstanding actions and ensure contractual deadlines are achieved.


• Assist with quotations, variations, and document control.


• Answer incoming calls and respond to client enquiries promptly.


• Ensure all documentation complies with company procedures and client requirements.

Skills & Experience

Essential:

• Previous experience in an administrative or contract support role.


• Experience working within an M&E, Facilities Management, Building Services, or Construction environment.


• Strong organisational and time management skills.


• Excellent communication and interpersonal abilities.


• High level of accuracy and attention to detail.


• Competent in Microsoft Office, particularly Excel, Outlook, and Word.


• Ability to prioritise workload in a fast-paced environment.


• Professional and customer-focused approach.

Desirable:

• Experience using CAFM systems (Concept, Maximo, SAP, Elogbooks, CAFM Explorer, or similar).


• Understanding of planned preventative maintenance (PPM) and reactive maintenance processes.


• Knowledge of compliance documentation, including statutory testing and certification.


• Experience supporting contracts within commercial buildings.

Personal Attributes

• Self-motivated and proactive.


• Calm under pressure with excellent problem-solving skills.


• Positive attitude and strong team player.


• Reliable, flexible, and adaptable.


• Able to work independently while managing multiple priorities.


• Committed to delivering excellent customer service.

What We Offer

• Competitive hourly/day rate (depending on experience).


• Long-term ongoing contract with stability.


• Opportunity to work on a prestigious site in Kensington.


• Supportive and collaborative working environment.


• Exposure to a high-profile commercial M&E contract.


• Potential for long-term opportunities based on performance.