Artic Building Services Limited
Contract Administrator - KCL
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Contract Administrator - KCL
Artic Building Services
16–17 Schooner Park, Schooner Court, Dartford, DA2 6NW
About Artic Building Services
Artic Building Services is a leading provider of Hard Facilities Management across London and the Home Counties. We offer comprehensive Mechanical, Electrical, and Hard FM Plant solutions to ensure seamless operations for our clients.
Contracts Administrator – Vacancy
Job Title: Contracts Administrator Location: Dartford, Kent Workplace: Dartford Head Office
About the Role
Artic Building Services Ltd is a trusted leader in M&E and Facilities Management, serving a diverse client base of blue-chip organisations.
This Contracts Administrator position will allow you to support our strategic growth by managing daily administrative tasks linked to newly awarded contracts—essential in safeguarding client relationships and ensuring seamless operations.
The ideal candidate will be detail-oriented, proactive, and possessing excellent organisational skills to administer contract paperwork, workflows, and engineer coordination.
Key Responsibilities
- Oversee all contract-related paperwork and administration with diligent accuracy.
- Liaise with engineers and sub-contractors to maintain high standards and escalate progress/impacts promptly.
- Coordinate reactive and predictive preventive maintenance (PPM) works strictly aligned with contract obligations and company performance metrics.
- Audit asset schedules, scope works, inclusion/exclusion details via our Computer-Aided Facilities Management (CAFM) system.
- Provide dedicated administrative support to the Contract Manager, relaying frequent, detailed updates on contract progress or queries.
- Positive proactive contribution towards compliance:
- Ensure due diligence in auditing company/client reports.
- Monitor billing accuracy/timeliness for compliant and compliant invoicing .
- Adapt to workload demands—project prioritisation, multi-tasking and adherence to tight deadlines.
- Oversee all quote-raising processes as per the contract's costing sheet.
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Required Skills
- Computer literate with proficiency in Microsoft Word, Excel, and Outlook (mandatory).
- Critical thinking for auditing reports and resolving discrepancies to uphold compliance.
- Calculative and accurate to manage deadlines/quotations efficiently.
- Excellent people management skills to liaise with colleagues, engineers, and stakeholders smoothly.
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Preference (but not essential):
- Experience in M&E Service & Maintenance environments.
- Familiarity with large-scale CAFM systems and facility management processes.
Personal Attributes
Check all that apply:
- Organised & Confident
- Proactive mindset
- Attention to detail for accuracy
- Strong communicator with engineers, colleagues, and sub-contractors
Health & Safety
Everybody at Artic Building Services is personally responsible for their own health, safety and welfare, as well as others who may be affected by their work. Compliance with company safety policies is mandatory.
Diversity & Equality
We are an Equal Opportunity Employer. Disability, race, colour, sex, age, nationality, religion, sexual orientation, or veteran status—we value everyone for their skills and potential.
Need to discuss further?
Contact: Michelle Pointer – for any application queries.
Employer Benefits
- ** holiday entitlement:** 25 days (+ bank holidays)
- Comprehensive sickness coverage scheme
- Automated pension enrolment after 3 months service
- Access to our mental wellbeing support scheme (Wellbeing360).
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