Contract Administrator
| Dyddiad hysbysebu: | 11 Mawrth 2026 |
|---|---|
| Cyflog: | £32,000.00 bob blwyddyn |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 10 Ebrill 2026 |
| Lleoliad: | London, E3 2JG |
| Cwmni: | inploi |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | 75792327 |
Crynodeb
The benefits
Health and Wellbeing Plans
23 days paid holiday increasing to 25 after 2 years
Discounts and Cashbacks
Paid Volunteering days
Employee Assistance Program
Refer a Friend Scheme
Cycle to Work Scheme
The role
Carlisle Support Services is looking for a Contract Administrator (6-month fixed term contract) to support the delivery of a Hard Facilities Management (Hard FM) contract by providing efficient administrative, financial, and documentation control. This role ensures that purchase orders (POs) are correctly raised, all supporting documents are received, and works can be accurately receipted and invoiced. The administrator acts as a key coordination point between engineering teams, suppliers, subcontractors, and the client.
Your core role will include but not be limited to the following activities:
• Raise purchase orders (POs) for labour, materials, subcontractors, and specialist services.
• Ensure all relevant documentation is received before receipting works.
• Match invoices to POs and ensure accurate financial reconciliation.
• Resolve invoice queries with suppliers, engineers, and the finance team.
• Track committed and actual spend against budgets or monthly forecasts.
• Support engineers and supervisors by updating work orders in the CAFM system.
• Upload PPM reports, certificates, and statutory compliance documentation.
• Maintain accurate records of completed PPM and reactive tasks.
• Chase outstanding documentation from engineers or subcontractors to close jobs.
• Act as a key administrative contact for internal stakeholders, suppliers, and clients.
• Schedule subcontractor attendance and ensure required paperwork is in place prior to site visits.
• Collate monthly reports.
• Assist with compiling audits, contract reviews, and client presentations.
• Maintain digital and physical filing systems ensuring all files are compliant and audit ready.
• Check and upload statutory certificates (e.g., LOLER, gas safety, fixed wire testing, water hygiene).
• Ensure all documentation is accurate, up to date, and stored correctly.
• Support H&S, quality, and compliance processes for the Hard FM contract.
• Manage shared mailboxes and respond to routine queries.
• Support the Hard FM team with minute-taking, scheduling meetings, and distributing agendas.
• Order office supplies, uniforms, tooling, and equipment as required.
• Provide general admin support to Contract Managers, Supervisors, and Engineers.
The ideal candidate
• Experience in an administrative, contract support, or FM helpdesk environment.
• Strong understanding of purchase order processes and invoice matching.
• Competent in CAFM systems (Vantify, Elogs, Planon, Maximo, FSI, CAFM Explorer, or similar).
• Excellent attention to detail and accuracy in documentation.
• Strong communication and organisational skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
Desirable
• Experience working within a Hard FM or engineering services contract.
• Understanding of statutory PPM documentation (e.g., HVAC, electrical, water hygiene).
• Knowledge of subcontractor management and compliance processes.
This could include the following: passport / driving licence / utility bill dated in the last 3 months / HMRC letter / original bank statement / original payslip / birth certificate / a valid share code.
About us
Join a growing market-leading brand of support services to work with the UK’s largest brands such as Tottenham Hotspur Stadium, Jaguar Land Rover, Tesco, BBC StudioWorks, and many more.
Carlisle currently employees over 5,000 dedicated and enthusiastic staff members to deliver events, security cleaning, and retail facilities support services across the UK’s most renowned sites and critical infrastructure.
Apply today to find out more and embark on an exciting career journey filled with unrivalled recognition schemes and progression opportunities aimed at helping you achieve your true potential.
Equality, Diversity, and Inclusion
At Carlisle, we are committed to Equality, Diversity, and Inclusion in all areas of employment, recruitment and selection, training, development, and promotion.
In all situations people will be judged solely on merit or ability.