Contract Administrator

Equans is looking for a Contract Administrator to join our team on the Wheatley Group contract based from our office in Bellshill on a permanent basis. This is a full time role working 40 hours per week. On offer is a competitive salary and benefits package.

You will provide professional administrative support for the management and processing of Quotes and Corrective Works across a Mobile Mechanical & Electrical (M&E) Facilities Management contract within the Social Housing sector. The role is responsible for the end-to-end administration of quoted works, including raising purchase orders, tracking approvals, coordinating subcontractor and engineer activity, processing documentation, maintaining compliance records, and supporting the successful delivery of corrective maintenance works in line with contractual and client requirements.

The Contract Administrator will work closely with Contract Managers, Supervisors, Engineers, Subcontractors and Clients to ensure works are completed efficiently, safely and in accordance with contractual obligations.

• Manage the end-to-end administration process for quotations and corrective works arising from planned maintenance inspections, statutory compliance activities, and reactive maintenance tasks.
• Raise, issue and manage purchase orders for subcontractors and suppliers in accordance with company procedures and financial controls.
• Liaise with internal Mobile M&E Engineers, Supervisors and Contract Managers to progress quoted and corrective works through to completion.
• Obtain, review and process quotations from subcontractors, ensuring compliance with contractual and commercial requirements.
• Monitor quote approvals and ensure approved works are progressed within client and contract timescales.
• Ensure all associated documentation, including service reports, quotations, completion certificates and compliance records, is received and accurately recorded within CAFM and client systems.
• Process subcontractor invoices, ensuring accuracy against approved quotations, purchase orders and completed works.
• Support month-end financial activities through timely processing of costs, accrual information and invoice approvals.
• Maintain accurate records of health & safety documentation, including RAMS, insurance certificates, accreditations and competency records.
• Process statutory compliance documentation and certification relating to mechanical and electrical maintenance activities.
• Ensure CAFM systems and client portals are kept updated with current works status, documentation and completion records.
• Produce compliance, financial and operational reports as required by Contract Management teams.
• Liaise with clients, housing representatives, subcontractors and operational teams to provide updates on corrective works and outstanding quotations.
• Identify and elevate overdue quotations, outstanding paperwork, invoice queries and compliance concerns.
• Carry out general administrative duties in accordance with company policies and procedures.
• Take reasonable care for health and safety and comply with all company SHEQ policies, procedures and statutory requirements.

• 24 days annual leave(+ public holidays).
• Life Cover equivalent to 1.5 times annual salary.
• Employee discount shopping schemes on major brands and retailers.
• Gym membership discounts.
• Cycle to work scheme.
• Holiday purchase scheme.
• 2 corporate social responsibility days per year.
• Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes.
• Attractive Employee Referral Rewards Scheme.
• Access to our growing employee networks.
• 24/7 Employee Assistance Program and access to mental wellbeing app.

• Experience using Planon or other CAFM systems (desirable).
• Experience working within a Mobile M&E Facilities Management environment (desirable).
• Knowledge of Social Housing maintenance contracts (desirable).
• Previous administration experience within Facilities Management, Property Maintenance, Social Housing, Construction or a similar environment.
• Experience managing quotations, purchase orders, invoicing and associated documentation.
• Strong IT skills including Microsoft Outlook, Word and Excel.
• Experience using CAFM systems and client portals.
• Excellent organisational skills with the ability to manage multiple tasks and deadlines.

This role includes a basic DS check therefore ability to pass is essential.

In the UK & Ireland, Equans is a…