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paretofm Logo paretofm · Office Administration

Contract Support

United Kingdom, London Employment contract 32000.00 - 33000.00 GBP / Year · Job Posted July 03, 2026
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Job Description

The Contract Support will provide comprehensive administrative and operational support to ensure the smooth delivery of services across Islington Square Estate only. This role combines administrative accuracy with proactive operational coordination, supporting managers, service teams, subcontractors, and clients. The position requires excellent organisational skills, strong communication, and the ability to oversee processes from scheduling to compliance.

Job Responsibility

  • Manage service department administration including report preparation, electronic uploads, and document organisation
  • Assist with quotations, purchase orders, and cost tracking
  • Support managers with weekly, monthly, and ad-hoc reporting, including helpdesk stats and trend analysis
  • Maintain accurate records in CAFM/job management software and close down completed jobs with associated paperwork
  • Input, track, and monitor reactive and planned jobs in CAFM/job management systems
  • Allocate tasks to engineers and subcontractors, ensuring timely completion
  • Follow up on outstanding works, inspections, remedial actions, and paperwork
  • Support scheduling and ensure subcontractor PPMs are booked on time
  • Act as a point of contact for client queries via email, phone, or meetings
  • Liaise with service teams, procurement, subcontractors, and engineers to ensure smooth operations
  • Escalate issues to Account/Contract Managers where required
  • Scan, review, and maintain compliance documentation
  • Assess completeness of subcontractor paperwork, RAMS, and certificates
  • Monitor upcoming inspections and coordinate dates with clients and contractors
  • Drive continuous improvement by identifying process gaps and suggesting enhancements

Requirements

  • Proven administrative experience in a helpdesk, contract support or facilities background
  • Experience in overseeing or coordinating contractors/engineers
  • Strong IT proficiency including Microsoft Office and CAFM/job management systems
  • Excellent organisational skills with a methodical approach to tasks
  • Strong communication skills (written and verbal) with a professional telephone/email manner
  • Ability to work independently, manage multiple tasks, and collaborate effectively across teams
  • High attention to detail and accuracy in all aspects of work
  • Self-motivated, adaptable, and proactive in problem-solving
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