Contract Administrator

Contract Support Administrator (FM Helpdesk)

£28,000 – £34,000 per annum (dependent on experience)

Location – St Albans (On‑Site)

Full‑Time, Permanent

PRS are partnered with a UK‑based Facilities Management and Building Services contractor delivering hard FM, statutory compliance and specialist maintenance services across commercial, education, healthcare and public‑sector estates.

We’re looking for a Contract Support Administrator to join our FM Helpdesk team. This is a mid‑level role ideal for someone with prior Facilities Management helpdesk or contract support experience who thrives in a busy, organised environment and enjoys working independently. You’ll be responsible for coordinating reactive and planned maintenance activities across a defined portfolio of contracts, building strong working relationships with engineers and Contract Managers, and keeping systems and compliance documentation up to date.

• Act as a primary point of contact for service requests by phone and email
• Log, prioritise and manage reactive and PPM tasks within the CAFM system
• Allocate work to in‑house engineers and approved subcontractors
• Monitor job progress and chase updates to ensure timely task closure
• Maintain accurate CAFM records, asset data and compliance documentation

• Issue and manage PPM schedules
• Coordinate specialist PPM visits and chase service reports
• Maintain electronic site and contract files to audit‑ready standards
• Support Contract Managers with compliance / statutory documentation

• Raise, track and close purchase orders using Xero
• Process and validate supplier and subcontractor invoices
• Resolve basic invoice and PO queries (no budget ownership)

• Previous experience in an FM Helpdesk or Contract Support role
• Experience using a CAFM system in a helpdesk or contract support environment
• Organised, detail‑focused and comfortable managing multiple live tasks
• Excellent customer service and stakeholder communication skills
• Able to work independently within a supportive team

• GCSEs (or equivalent) including English and Maths (essential)
• FM, administration, or CAFM‑related qualifications (desirable)