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FM Contracts & Office Administrator

Job Posted: 4 days ago

Salary: £ 36,000 - 41,000 / Annum
Job Type: Permanent
Location: Dartford, Kent

Expire in: 24 days

Job Description

Are you an organized administrative professional with a background in Facilities Management? We are looking for a proactive FM Contracts & Office Administrator to join our small, dedicated team.

In this vital role, you will work closely with management, playing a key part in delivering our contractual obligations to the client. This is a highly diverse position offering deep exposure across contract, legal, financial, operational, and insurance-led activities.

Because they operate as a tight-knit team, you will handle everything from high-level compliance audits to day-to-day office management. They need someone who is a fantastic team player but equally capable of working under their own initiative to keep our operations running seamlessly.

Key Accountabilities

Contract, Compliance & Operations

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    Document Control & Tracking: Operate a rigorous document control system. Track vital contract documents, including variation orders, concessionary agreements, damage claims, and other operational data.

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    Compliance & H&S: Undertake compliance audits and coordinate contract Health & Safety (H&S) records.

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    Reporting & Meetings: Collate monthly reports, organize meetings (including room and online bookings), and take and distribute accurate meeting minutes.

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    Information Management: Process correspondence, chase responses, maintain organized files/records, and handle archiving as required.

Finance, IT & Administration

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    Financial Support: Process authorized invoices for payment, raise purchase orders, and maintain/support financial spreadsheets.

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    IT & Databases: Handle IT and database maintenance, managing data input, output, and system development.

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    Office Management: Oversee general office administrative and management duties to ensure a smooth working environment.

Relationship & Relationship Management

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    External Liaison: Act as a key point of contact, liaising externally with service providers, the client, and other third parties.

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    Flexibility: Undertake any other duties that may reasonably be determined as commensurate with the role.

What We Are Looking For

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    Industry Knowledge: Proven experience or strong working knowledge within Facilities Management (FM) or contract-led environments.

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    Administrative Expertise: Strong background in document control, tracking variations/claims, and supporting financial processes (POs and invoices).

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    Mindset: A self-motivated individual capable of working under their own initiative in a small team environment.

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    Skills: Highly organized, detail-oriented, with strong IT/database skills and excellent communication skills for client and provider liaison

Before You Apply

Do not include the following in your job application, CV, or cover letter:

Bank details.
National Insurance number.
Date of birth.

You should not be asked for payment or irrelevant information. If you have concerns about a job advert or employer, seek guidance on how to proceed.

Looking for your next career move? Join a top company hiring FM Contracts & Office Administrator job near me in Dartford, Kent! This is your chance to work on exciting projects, grow professionally, and enjoy a rewarding career with competitive pay and excellent benefits. Whether you're an experienced professional or looking to take the next step, this role offers the perfect opportunity to enhance your skills and make an impact. Don’t miss out—apply today via Vita CV and take your career to the next level!