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Contract Support
Pareto Facilities Management Ltd
Admin & operational support for service contracts across multiple client sites.
1d ago
Junior (1-3 years), Experienced (8-12 years), Expert & Leadership (13+ years), Intermediate (4-7 years)
Full Time
London, England, United Kingdom
Onsite
Company Size
400 Employees
Service Specialisms
Project Management
Workspace Design
Lifecycle Asset Management
CAFM Software
Commercial Cleaning
Catering Services
Concierge Services
Electrical Systems
Sector Specialisms
Buildings
Commercial
Residential
Industrial
Energy
Infrastructure
Utilities
Transport
Role
What you would be doing
maintenance tracking
compliance docs
inspection scheduling
record keeping
ppm scheduling
reporting
- Assess completeness of subcontractor paperwork and certificates.
- Liaise with service teams, procurement, subcontractors, and engineers to ensure smooth operations.
- Allocate tasks to engineers and subcontractors, ensuring timely completion.
- Maintain accurate records in systems and close down completed jobs with associated paperwork.
- Scan, review, and maintain compliance documentation.
- Monitor upcoming inspections and coordinate dates with clients and contractors.
- Manage service department administration including report preparation, electronic uploads, and document organisation.
- Input, track, and monitor reactive and planned maintenance jobs into different systems.
- Act as a point of contact for client queries via email, phone, or meetings.
- Drive continuous improvement by identifying process gaps and suggesting enhancements.
- Support managers with weekly, monthly, and ad-hoc reporting, including helpdesk stats and trend analysis.
- Support scheduling and ensure subcontractor Planned Preventative Maintenance is booked on time.
- Escalate issues to Account/Contract Managers where required.
- Assist with quotations, purchase orders, and cost tracking.
- Follow up on outstanding works, inspections, remedial actions, and paperwork.
What you bring
it proficiency
microsoft office
facility management
problem solving
communication
organisational
- Strong IT proficiency including Microsoft Office and Facility Management systems desirable
- Ability to work independently, manage multiple tasks, and collaborate effectively across teams.
- Experience in overseeing or coordinating contractors/engineers.
- Strong communication skills (written and verbal) with a professional telephone/email manner.
- High attention to detail and accuracy in all aspects of work.
- Self-motivated, adaptable, and proactive in problem-solving.
- Proven administrative experience in a helpdesk, contract support or facilities background.
- Excellent organisational skills with a methodical approach to tasks.
Information not given or found
Training + DevelopmentInformation not given or found
Interview process
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Security clearanceInformation not given or found
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Company
Overview
- Founded with a commitment to providing high-quality facilities management solutions.
- Specializes in offering tailored, proactive, and innovative solutions to industries such as commercial, residential, and industrial.
- Extensive expertise in managing energy-efficient systems and optimizing transport logistics for clients.
- Works with a variety of clients, delivering bespoke services to meet specific needs within each sector.
- Known for its hands-on approach, working as a true partner in operational excellence.
- Prides itself on offering cost-effective solutions without compromising on quality or performance.
- Has developed a strong reputation for reliability and responsiveness in managing large, complex facilities projects.
- Customer-focused service excellence
- Integrity and transparency in all our dealings
- Commitment to innovation and continuous improvement
- Respect and responsibility for people and the environment
- Collaboration and teamwork across all levels
2050
Net Zero Commitment
The company is committed to achieving net zero emissions by the year 2050, reflecting its dedication to combating climate change.
- Focus on reducing carbon emissions through sustainable practices
- Investing in energy-efficient technologies
- Regular monitoring and reporting of environmental performance
- Active collaboration with clients to improve sustainability
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