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Contracts Administrator - Mitie Fire

  • Location


  • Sector:

    Facility / Cleaning

  • Job type:


  • Salary:

    Not Specified

  • Job ref:


  • Published:

    about 16 hours ago

  • Expiry date:


  • Client:


Job Description

  • To work as part of the Passive Fire / Fire Protection business, carrying out all Operational and Sub-Contractor administration duties responsibly and efficiently in a timely and professional manner, in order to provide a quality service to both customers and colleagues alike

  • Provide support for use of all Mitie systems including People Hub, TMC, CTM, Learning Hub, Smart Recruiters & Concur within the Fire business

  • Assist with coordination of training and maintain training database for Fire business

    General Administration

  • Ensure incoming and out going mail is managed effectively and that all out going correspondence is to a high standard and managed on a daily basis

  • Manage meeting room bookings and associated catering including communicating instructions to delegates

  • Ensure that internal contact data is up to date and accurate

  • Ensure compliance with MITIE Property Services (UK) Ltd BMS system and be instrumental in implementing the procedures and instructions.

  • Ensure all activities are authorised as per the Divisional authorisation register.

    HR Focal Point

  • Provide a proactive conduit for communications between our business unit and HR Team

  • Assist with recruitment of Operatives through Smart Recruiters

  • Book and record all training in conjunction with QHSE Learning & Development Team

  • Control and monitor weekly paid employees holidays

  • Manage starter pack information

  • Maintain tradespeople information in line with Data Protection Act / GDPR

  • Take minutes at employee meetings as required (e.g. disciplinary meetings)

    Fleet Administration

  • Obtain drivers declarations, DVLA mandate forms in conjunction with the Central support team / Fleet Management

  • Administer the vehicle inspection procedure in conjunction with centre support team


  • Ensure Contract set up forms are completed in accordance with procedure.

  • Process and control of weekly payroll

  • Management of weekly payroll queries with payroll team

  • Assist with operative expense claims, ensure correct coding and support them in uploading to concur

  • Create all Purchase orders in accordance with vendor procedure as laid down by Division and central finance team.

  • Answer queries from centre finance team on purchase orders

  • Collate, review and maintain locally all paper copies of requisitions, orders and POD's

  • Assist in obtaining new vendor information for forwarding to centre support finance team


  • Development of BMS information for use by the team

  • Procurement of materials and plant

  • Procurement and control of PPE/uniform

  • Collate and manage weekly plant returns

  • Building and maintaining template Site Files

  • Maintain the hired plant register, uplift POS where applicable, answer all queries on hired plan items.,

  • 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 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

    This job description is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.

Candidate Description

  • Seeking a confident individual who is proficient in Microsoft Word, Excel, PowerPoint, Outlook & Teams

  • Driven & hungry individual continuously able to demonstrate they can meet challenges & objectives whilst working to tight deadlines

  • Good organisational skills

  • Sector experience essential

  • Excellent communication skills, both written & verbal

  • Sound Health & Safety knowledge

  • Previous experience within Passive Fire / Fire Protection business is desirable

Employer Description

  • 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:

  • 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.

  • 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.

  • 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.

  • 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.

  • 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.