Contracts Administrator

Contracts Administrator – Air Conditioning Maintenance

Location: Whyteleafe
Salary: £30,000 - £35,000

1 YEAR MATERNITY COVER

We are looking for a highly organised Contracts Administrator to support our air conditioning maintenance operations. You’ll work closely with engineers, clients and suppliers to help manage planned and reactive maintenance jobs, ensuring projects run smoothly and efficiently.

Key Responsibilities of a Contracts Administrator:

Planned Maintenance

• Schedule engineers for routine maintenance visits

• Order filters, belts and materials in advance

• Arrange site access and issue RAMS to customers

• Update asset lists using engineers’ worksheets

• Prepare quotations for remedial works

• Coordinate engineers to attend emergency call outs

• Arrange site access and RAMS for reactive jobs

• Produce quotations following callouts

• Order parts and materials where required

Cost & Administration

• Maintain job costing spreadsheets (Excel)

• Prepare monthly valuations and contract reports

• Raise invoices (Xero)

• Ensure accurate records and documentation

What We’re Looking For:

• Strong organisation and admin skills

• Confident using Excel and general IT systems

• Good communication and customer service ability

• Ability to multitask and work to deadlines

• Experience in facilities, HVAC or engineering admin (preferred but not essential)