Are you an organised administrator who enjoys bringing structure to a busy working day and providing helpful customer service? Join G&D Higgins Mechanical Services Ltd in Ickenham as our Contracts Administrator.
About the role
Supporting the Contracts Manager and Operations Team, you’ll coordinate planned maintenance, reactive repairs and small works, from initial enquiry through to complete records ready for invoicing. A key part of your day will be handling frequent incoming calls, identifying what needs attention and keeping clients and colleagues informed. You’ll liaise with engineers, suppliers and subcontractors, maintaining accurate records and following up actions to keep work moving. You’ll work within agreed procedures and approval limits; technical and safety decisions, final pricing, expenditure approval and contractual commitments remain the responsibility of the authorised manager.
What you’ll be doing
- Acting as the first point of contact for incoming calls, handling routine enquiries, recording site details, client references, access needs and response dates, and directing or escalating queries promptly.
- Maintaining planned preventive maintenance (PPM) schedules and coordinating reactive attendance and small works in line with agreed priorities, including appointments, site access and updates to clients and colleagues.
- Keeping Joblogic, company systems and client portals accurate and up to date; tracking outstanding jobs, quotations, parts and actions, including owners, deadlines and blockers; and closing job records once the required completion information is received.
- Obtaining engineers’ reports, timesheets, photographs and certificates, checking administrative completeness, following up missing information and referring technical queries to the responsible manager.
- Obtaining and uploading supplier and subcontractor quotations for Contracts Manager approval, using agreed preferred supplier arrangements; preparing customer quotations from agreed technical and pricing information; and issuing approved quotations and tracking responses.
- Raising purchase orders and preparing subcontractor instructions within agreed procedures and approval limits, recording costs against the correct job, and following up acknowledgements, deliveries and open orders. Processing supplier invoices, checking them against purchase orders and job records, and resolving or referring discrepancies.
- Preparing complete job information for management review and invoicing, highlighting missing client purchase orders, incomplete records and discrepancies.
- Updating labour allocations and maintaining records for client and internal reporting, including work within and outside the agreed contract scope. Applying agreed contractual requirements and referring unclear scope, response requirements or commitments to the Contracts Manager.
- Identifying practical service and efficiency improvements, helping implement approved savings opportunities that support customer and business financial targets, and improving administrative processes and IT systems. Undertaking other reasonable administrative duties relevant to the role as requested by the Contracts Manager.
What you’ll bring
- Experience in administration, service coordination, helpdesk support, scheduling or a similar role involving several jobs or requests at once.
- A professional telephone manner and clear written and verbal communication.
- Strong organisation and prioritisation skills, with the ability to manage changing demands and follow actions through to completion.
- Confidence using Outlook, Word and Excel, and a willingness to learn job-management systems and client portals.
- Accurate data entry and confidence working with job references, quantities, costs, purchase orders, invoice records and labour allocations.
- A methodical, reliable approach, attention to detail and appropriate handling of confidential information.
- The ability to spot missing or inconsistent information, seek clarification and work within agreed procedures and approval limits.
- Confidence working independently on agreed tasks while keeping colleagues informed and asking for guidance when needed.
Useful, but not essential
Experience in mechanical and electrical services, building maintenance, facilities management or a contractor’s office would be helpful, as would familiarity with Joblogic or another facilities or job-management system.
Experience of planned preventive maintenance, engineer scheduling, purchasing, invoice queries or contract reporting would also be an advantage.
These are desirable rather than essential requirements, so we welcome applications from candidates with relevant transferable administration and coordination experience.
Contract and working hours
This is a 12-month fixed-term contract. You’ll work full time, from 8.00am to 5.00pm, with a 30-minute unpaid lunch break.
How to apply
If you're the kind of person who takes pride in keeping things running smoothly and wants a role where your organisational skills genuinely matter, click Apply and submit your CV today.
