FM Contracts & Office Administrator

Position: FM Contracts & Office Administrator
Are you an organized administrative professional with a background in Facilities Management? We are looking for a proactive FM Contracts & Office Administrator to join our small, dedicated team.

In this vital role, you will work closely with management, playing a key part in delivering our contractual obligations to the client. This is a highly diverse position offering deep exposure across contract, legal, financial, operational, and insurance-led activities.

Because they operate as a tight-knit team, you will handle everything from high-level compliance audits to day-to-day office management. They need someone who is a fantastic team player but equally capable of working under their own initiative to keep our operations running seamlessly.

Key Accountabilities

Contract, Compliance & Operations

* Document Control & Tracking:
Operate a rigorous document control system. Track vital contract documents, including variation orders, concessionary agreements, damage claims, and other operational data.

* Compliance & H&S:
Undertake compliance audits and coordinate contract Health & Safety (H&S) records.

* Reporting & Meetings:
Collate monthly reports, organize meetings (including room and online bookings), and take and distribute accurate meeting minutes.

* Information Management:
Process correspondence, chase responses, maintain organized files/records, and handle archiving as required.

Finance, IT & Administration

* Financial Support:
Process authorized invoices for payment, raise purchase orders, and maintain/support financial spreadsheets.

* IT & Databases:
Handle IT and database maintenance, managing data input, output, and system development.

* Office Management:
Oversee general office administrative and management duties to ensure a smooth working environment.

Relationship & Relationship Management

* External Liaison:
Act as a key point of contact, liaising externally with service providers, the client, and other third parties.

* Flexibility:
Undertake any other duties that may reasonably be determined as commensurate with the role.

What We Are Looking For

* Industry Knowledge:
Proven experience or strong working knowledge within Facilities Management (FM) or contract-led environments.

* Administrative Expertise:
Strong background in document control, tracking variations/claims, and supporting financial processes (POs and invoices).

* Mindset: A self-motivated individual capable of working under their own initiative in a small team environment.

* Skills:

Highly organized, detail-oriented, with strong IT/database skills and excellent communication skills for client and provider liaison