Contract Support

Overview

Admin and operational support for service contracts across multiple client sites.

Key Responsibilities

• maintenance tracking
• ppm scheduling
• inspection scheduling
• compliance docs
• reporting
• client contact

Tasks

You will provide comprehensive administrative and operational support to ensure the smooth delivery of services across multiple client sites. This role combines administrative accuracy with proactive operational coordination, supporting managers, service teams, subcontractors, and clients. -Drive continuous improvement by identifying process gaps and suggesting enhancements. -Manage service department administration including report preparation, electronic uploads, and document organisation. -Monitor upcoming inspections and coordinate dates with clients and contractors. -Assist with quotations, purchase orders, and cost tracking. -Liaise with service teams, procurement, subcontractors, and engineers to ensure smooth operations. -Assess completeness of subcontractor paperwork and certificates. -Scan, review, and maintain compliance documentation. -Support scheduling and ensure subcontractor Planned Preventative Maintenance is booked on time. -Maintain accurate records in systems and close down completed jobs with associated paperwork. -Allocate tasks to engineers and subcontractors, ensuring timely completion. -Input, track, and monitor reactive and planned maintenance jobs into different systems. -Support managers with weekly, monthly, and ad-hoc reporting, including helpdesk stats and trend analysis. -Act as a point of contact for client queries via email, phone, or meetings. -Escalate issues to Account/Contract Managers where required. -Follow up on outstanding works, inspections, remedial actions, and paperwork.

Requirements

• microsoft office
• facility management
• helpdesk
• problem solving
• communication
• detail oriented

What You Bring

-Strong IT proficiency including Microsoft Office and Facility Management systems desirable -Proven administrative experience in a helpdesk, contract support or facilities coordinating background. -Ability to work independently, manage multiple tasks, and collaborate effectively across teams. -Strong communication skills (written and verbal) with a professional telephone/email manner. -Self-motivated, adaptable, and proactive in problem-solving. -Excellent organisational skills with a methodical approach to tasks. -Experience in overseeing or coordinating contractors/engineers. -High attention to detail and accuracy in all aspects of work.

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Benefits

Location: Yorkshire, North West areas, hybrid working on client sites as required

About Pareto Facilities Management Ltd

-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.

Sector Specialisms