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Contract Adminstrator

  • Location


  • Sector:

    Facility / Cleaning

  • Job type:


  • Salary:

    Not Specified

  • Job ref:


  • Published:

    about 11 hours ago

  • Expiry date:


  • Client:


Job Description

Job objectives and responsibilities:

  • To carryout duties in compliance with Mitie Policies and Procedures

  • To perform tasks in a professional manner to a suitable standard to meet both Client and Mitie expectations

  • Compliance with Health and Safety policy/legislation

  • To ensure that so far as is reasonably practicable Mitie reacts efficiently and effectively in line with client SLA's and KPI's

  • To ensure the effective planning of reactive tasks and the allocating of ppm tasks using standard times and utilisation tools for the field delivery Team.

  • Administration Tasks: + Basic admin tasks - emails, telephone, printing + Deemed as Mi World super user + Customer Service to include - job updates, queries, general information + Raising jobs and SLA review of task + Requesting quotes and submitting them updating the quote log + Raising PO's, supporting approve to pay and PO uplifts + Ordering parts checking value for money + Stationary + Filing / Uploading certificates in activity folders and Maximo + Compliance Site Folders and Certification + Share Point management + Engineer support i.e. PDA's, Timesheets, correcting job assignments, pay queries, general enquiries + Security clearance for staff, and contractors where applicable through both Mitie and Thales systems + Team building and engagement i.e. birthdays, events etc.

  • Support FM, AFM and supervisor on the following: + Support cover when FM, AFM and Supervisor are out of office + Scheduling contractor works PPM's and Reactive works + Close down PPM's for subcontractors + Works with suppliers chasing updates, certificates, paperwork, general enquiries + Realigning PPM's with support from the asset car team and supervisor + Training documents and TBT sheets oversight and document management + Chasing accounts to support weekly WIP and billing + Supporting team Huddle / Quarterly meeting minutes and presentation input

  • Projects - Minor site projects works supporting site functionality and administration.

  • Main duties:

  • To complete all Subcontractor work schedules and communicate these to the engineering teams daily, weekly, and monthly

  • Effective utilisation, efficiency and productivity of the field engineers

  • High levels of communication with the Engineers, Supply Chain, Compliance and Quoted Works Co-ordinators

  • The effective planning and utilisation using standard times and scheduling tool to aid the completion of all Reactive/PPMs within the month.

  • Meeting and where possible exceeding all SLAs for Attendance and Completion.

  • Regular communication with Team Leader on issues with engineers and assistance in ensuring the plan is as optimal as possible.

  • Ensuring good decisions regarding subcontracting and re-allocate accordingly to the Supply Chain

  • In addition to the duties and responsibilities outlined you may be required to perform other duties assigned and requested by the Line Manager,

  • Follow Group and company policies and procedures at all times;

  • Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;

  • Use all work equipment and personal PPE properly and in accordance with training received;

  • Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;

    Information Security

  • Ensure compliance with Mitie's information security procedures in all activities;

  • Proactively identify and report security risks to your manager;

  • Report actual and suspected security incidents

Candidate Description

  • Knowledge of relevant procedures

  • Level of customer Service

  • Team Player

  • Health and safety awareness and knowledge

  • Communication, Person Specification - Skills & Behaviours

  • Reliable and ability to get on with others, with excellent verbal reasoning skills

  • Experience of daily interaction and workload management of field engineers

  • Co-ordination and Planning skills - excellent organisational skills and ability to prioritise workload.

  • Ability to communicate professionally and effectively, both verbally and in writing, within all levels of the business and to external parties.

  • Customer Care - Capable of delivering results and meeting customer expectations

  • Commercially aware with a clear focus on high quality and control of cost

  • Self-motivated, tenacious and result-oriented with a positive outlook

  • Calm under pressure

  • Assertive,

  • Understanding of supply chain/basic planning process (order, production, delivery)

  • Microsoft Intermediate Excel skills

  • Knowledge of Maximo or similar CAFM system.

  • Relevant experience in a Planning role using business in-house systems together with Microsoft packages

  • A knowledge of the hard services and facilities management sectors is desirable

  • Educated to A Level standard or equivalent business is desirable

Application Description

Mitie C/O Thales UK, Manor Royal,



Employer Description

Mitie was founded in 1987, Mitie is the UK's leading facilities management and professional services company, looking after a large, diverse, blue-chip customer base, from banks and retailers, to hospitals, schools and government offices. Mitie has over 49,000 people, 100+ office locations, and thousands of customers across the country, there's no limit to what you can achieve if you work for us.

Values: Delivering the exceptional, every day

  • Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.

  • Our promise to our people: a place to work where you can thrive and be your best every day.

  • Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.

  • Our culture - our core values and how we behave:

  1. We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie.
  2. We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of company. We treat others as we would like to be treated. We are proud to work for Mitie.
  3. We go the extra mile: whether it's keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers and keeping our promises is in our DNA.
  4. Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.
  5. Our customers' business, is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.