Administrator

Job Title: - Administrator

Job type: - 12-month Contract

Salary: PAYE - £14.36 PAYE/hour

Job Purpose

The post holder will provide structured contract and business administration support within a Facilities Management (FM) environment. The role will support the Account Management Team in delivering the service agreement to a consistently high standard through effective administration of business systems, contract processes, supplier relationships, workforce administration, reporting, and performance management.

The role will work closely with internal and external stakeholders, including clients, suppliers, subcontractors, management, and operational teams, ensuring that contractual processes, systems, and service requirements are effectively administered.

Roles & Responsibilities

1. Contract & Stakeholder Administration - Provide day-to-day administrative support across contract and business processes, working effectively with internal teams, clients, suppliers, and subcontractors to support high-quality FM service delivery.
2. Workforce Administration - Administer staff attendance, sickness, absence, annual leave, expenses, starter and leaver information through relevant business systems, including SAP.
3. Recruitment, Onboarding & Vetting - Support the recruitment administration process for direct employees and coordinate onboarding and BS7858 vetting for new starters, temporary workers, and subcontractors.
4. Payroll & Timesheet Support - Assist with payroll administration, reconcile timesheets against chargeable invoicing, and liaise with Payroll and management to resolve discrepancies and queries.
5. SHEQ & Compliance Administration - Administer the SHEQ process and AIMS system, supporting HSEQ contractual requirements and ensuring adherence to relevant health and safety policies and procedures.
6. KPI, SLA & Contract Meetings - Attend and administer KPI/SLA performance meetings with clients and subcontract providers, including Security, Catering, and TFM contractors, and provide accurate meeting records.
7. Business Systems Administration - Manage relevant tasks across Coupa, SAP and Planon, including raising purchase orders, goods receipting, resolving invoice queries, submitting leave and expenses, raising IONs, supporting invoicing, and assisting with the closure of site jobs.
8. Quotes & Ad-Hoc Services - Administer the process for obtaining and managing quotes for ad-hoc service requests, ensuring information is accurately recorded and progressed through the appropriate process.
9. Reporting & Business Improvement - Support the Account Director and Account Management Team with client monthly and quarterly reports, contract review meetings, and business improvement projects and initiatives.
10. Financial & Contractual Administration - Support purchase order management, invoice query resolution, invoicing, timesheet reconciliation, and other financial administration activities to help ensure contractual and client requirements are met.

Qualifications / Required Experience

1. Previous experience in Facilities Management (FM), contract administration, or a similar business support environment.
2. Experience working with multiple internal and external stakeholders, including clients, suppliers, subcontractors, and operational teams.
3. Working knowledge of SAP or similar systems, particularly for absence, annual leave, expenses, invoicing, and general business administration.
4. Experience using Planon or a similar CAFM system, with an understanding of managing and closing service jobs.
5. Experience with business finance and administration systems such as Coupa, SAP, Oracle, or similar platforms.
6. Strong Microsoft Office skills, particularly Excel and Outlook, with the ability to maintain accurate records and support reporting requirements.
7. Strong organisational and time-management skills, with the ability to manage multiple priorities and consistently meet deadlines in a fast-paced environment.
8. Experience supporting payroll, timesheet reconciliation, recruitment administration, onboarding, or employee records would be advantageous.
9. Excellent communication and interpersonal skills, with the ability to work collaboratively and build effective relationships with clients, suppliers, subcontractors, and colleagues.
10. GCSE Grade C or above in English and Maths (or equivalent) and the ability to successfully pass BS7858 security vetting standards.

Guidant, Carbon60, Lorien & SRG - The Impellam Group Portfolio are acting as an Employment Business in relation to this vacancy.