Contract Administrator

The Well Group is a multidisciplinary provider of statutory maintenance and compliance management services across London and the South East. We specialize in delivering tailored solutions to meet the diverse needs of our clients in the region. With a focus on quality and efficiency, our team ensures seamless management and maintenance of buildings and facilities. We are committed to excellence and customer satisfaction, creating sustainable and innovative solutions for property management.

This is a full-time, on-site role located in Northwood for a Contract Support Administrator.

The Contract Support Administrator is responsible for providing comprehensive administrative and operational support to planned preventative maintenance (PPM) and reactive maintenance contracts. The role is central to ensuring contract compliance, efficient scheduling of engineers, accurate reporting, and effective communication with clients.

This is an office-based role, supporting the day-to-day delivery of maintenance contracts by utilising Joblogic and Microsoft applications to manage workflows, customer portals, reporting, DBS compliance, and work-in-progress (WIP) tracking.

• Support the administration of planned preventative maintenance (PPM) and reactive maintenance contracts
• Maintain accurate contract records, asset data, and service schedules within Joblogic
• Ensure all PPM visits are scheduled, completed, and closed out in line with contract requirements and SLAs
• Schedule engineers for PPM and reactive works using Joblogic
• Liaise with engineers to confirm availability, attendance, and job progress
• Monitor job statuses and reallocate resources where necessary to meet deadlines and KPIs

• Use Joblogic to raise, update, and close jobs accurately
• Upload and manage service reports, certification, and supporting documentation
• Maintain data integrity across the system, ensuring jobs are correctly coded and invoicing-ready

• Manage customer portals, ensuring reports and compliance documents are uploaded on time
• Generate and issue PPM completion reports, service reports, and contract performance data
• Respond to client queries relating to reports, job statuses, and documentation

• Manage DBS records for engineers, ensuring checks are valid and up to date
• Track expiry dates and coordinate renewals where required
• Support wider compliance administration, including training records and certifications

• Maintain and update WIP trackers to monitor open jobs and outstanding works
• Support the contracts and accounts teams with accurate job and cost information
• Assist in identifying delays, missing reports, or jobs preventing invoicing

• Handle incoming emails and calls related to maintenance works and scheduling
• Support the wider operations team with ad hoc administrative tasks
• Maintain organised digital filing systems using Microsoft applications

Previous experience in a contract support, facilities, or maintenance administration role

Experience using Joblogic or similar CAFM / job management systems

Strong organisational and time management skills

Confident user of Microsoft Office applications (Outlook, Excel, Word, Teams)

If this is a role you can do Well, please get in touch!