Equans UK & Ireland
Contract Administrator
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Equans is looking for a Contract Administrator to join our team on the Wheatley Group contract based from our office in Bellshill on a permanent basis. This is a full-time role working 40 hours per week. On offer is a competitive salary and benefits package.
You will provide professional administrative support for the management and processing of Quotes and Corrective Works across a Mobile Mechanical & Electrical (M&E) Facilities Management contract within the Social Housing sector. The role is responsible for the end-to-end administration of quoted works, including raising purchase orders, tracking approvals, coordinating subcontractor and engineer activity, processing documentation, maintaining compliance records, and supporting the successful delivery of corrective maintenance works in line with contractual and client requirements. The Contract Administrator will work closely with Contract Managers, Supervisors, Engineers, Subcontractors, and Clients to ensure works are completed efficiently, safely, and in accordance with contractual obligations.
What will you deliver?
- Manage the end-to-end administration process for quotations and corrective works arising from planned maintenance inspections, statutory compliance activities, and reactive maintenance tasks.
- Raise, issue, and manage purchase orders for subcontractors and suppliers in accordance with company procedures and financial controls.
- Liaise with internal Mobile M&E Engineers, Supervisors, and Contract Managers to progress quoted and corrective works through to completion.
- Obtain, review, and process quotations from subcontractors, ensuring compliance with contractual and commercial requirements.
- Monitor quote approvals and ensure approved works are progressed within client and contract timescales.
- Ensure all associated documentation, including service reports, quotations, completion certificates, and compliance records, is received and accurately recorded within CAFM and client systems.
- Process subcontractor invoices, ensuring accuracy against approved quotations, purchase orders, and completed works.
- Support month-end financial activities through timely processing of costs, accrual information, and invoice approvals.
- Maintain accurate records of health & safety documentation, including RAMS, insurance certificates, accreditations, and competency records.
- Process statutory compliance documentation and certification relating to mechanical and electrical maintenance activities.
- Ensure CAFM systems and client portals are kept updated with current works status, documentation, and completion records.
- Produce compliance, financial, and operational reports as required by Contract Management teams.
- Liaise with clients, housing representatives, subcontractors, and operational teams to provide updates on corrective works and outstanding quotations.
- Identify and escalate overdue quotations, outstanding paperwork, invoice queries, and compliance concerns.
- Carry out general administrative duties in accordance with company policies and procedures.
- Take reasonable care for health and safety and comply with all company SHEQ policies, procedures, and statutory requirements.
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What can we offer you?
On offer is a competitive salary and benefit package, which includes:
- 24 days annual leave (+ public holidays).
- Life Cover equivalent to 1.5 times annual salary.
- Employee discount shopping schemes on major brands and retailers.
- Gym membership discounts.
- Cycle to work scheme.
- Holiday purchase scheme.
- 2 corporate social responsibility days per year.
- Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes.
- Attractive Employee Referral Rewards Scheme.
- Access to our growing employee networks.
- 24/7 Employee Assistance Program and access to mental wellbeing app.
Who are you?
- Experience using Planon or other CAFM systems (desirable).
- Experience working within a Mobile M&E Facilities Management environment (desirable).
- Knowledge of Social Housing maintenance contracts (desirable).
- Previous administration experience within Facilities Management, Property Maintenance, Social Housing, Construction, or a similar environment.
- Experience managing quotations, purchase orders, invoicing, and associated documentation.
- Strong IT skills including Microsoft Outlook, Word, and Excel.
- Experience using CAFM systems and client portals.
- Excellent organizational skills with the ability to manage multiple tasks and deadlines.
- This role includes a basic DS check; therefore, ability to pass is essential.
Who are we?
In the UK & Ireland, Equans is a provider of sustainable facilities management and regeneration, and cutting-edge energy and digital services. Our 15,000 employees combine these activities to deliver decarbonisation across the built environment and help businesses, communities, public sector organizations, and government to accelerate the transition to a low carbon, resilient world.
Globally, Equans is a world leader in the energy and services sector with operations in 20 countries, 90,000 employees working on 5 continents, and a turnover of 19.2 billion euros in 2024. Equans is a subsidiary of the Bouygues group.
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Our ambition
At Equans, we are driven by our ambition to be recognized for our operational excellence and as the best place to work for our employees. This commitment extends to achieving global and sustainable performance through Impact, ensuring that everything we do aligns with our core values—Accountability, Respect, Team Spirit, and Service Focus.
We take ownership, act with integrity, and set high standards. We listen, support, and care for one another. We collaborate and build trust to achieve shared goals, always striving to meet our customers' needs in a proactive and pragmatic way. These values shape our culture, strengthen our community, and inspire us to deliver excellence every day.
What's next?
If this role is of interest to you, please click below to register, apply, and track your progress! A member of our Resourcing Team will review your application and be in touch.
As part of our commitment to better reflect the markets within which we operate, we encourage applications from women, ethnically diverse individuals, and people with disabilities, along with all candidates who identify with protected characteristic groups under the Equality Act 2010.
At Equans, we’re committed to delivering a culture where everyone’s voice is heard and supported. We know the value a diverse workforce creates, delivering better results for our people, customers, and stakeholders. Diversity and inclusion is at the core of what we do, should you join Equans, you’ll find a welcoming and open workplace where you’re supported and encouraged to be your true self at work.
You’ll also have access to our growing employee networks including AccessAbility (representing those with physical and mental disabilities), Encompass (representing the LGBTQ+ community), RISE (representing people from ethnic backgrounds), Veterans & Reservists, WOMEN Together (representing women in Equans), Working Parents, and Young Professionals.
For this role, you must have evidence of the right to work in the UK. Unfortunately, we are not able to offer a relocation package with this job role. Certain roles may require applicants to undergo a Disclosure check, as noted in the role requirements.
The Equans Resourcing Team manages this requirement. Agency involvement is not required. All related enquiries should come to the resourcing team, not directly to Equans Managers.
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