Facilities Administrator – Maintenance Contracts

About the role

The Maintenance Contract Administrator is responsible for managing the full lifecycle of maintenance contracts for a diverse portfolio of clients. Working closely with account managers and clients, the role ensures contracts are reviewed, updated and renewed on time, supporting the delivery of high-quality mechanical, electrical and facilities services.

Key responsibilities

• Prepare and issue preventive‑maintenance (PPM) contract renewals ahead of expiry, ensuring accuracy and alignment with service requirements.
• Collaborate with Account Managers to agree any scope or service updates before finalising renewals.
• Coordinate with clients to issue renewal contracts, follow up for approvals and obtain signed agreements.
• Enter signed contracts into internal systems and generate PPM jobs for the Maintenance Planner.
• Maintain the Current Contracts Tracker with service details, codes and SLAs throughout the renewal lifecycle.
• Update contract data to reflect asset changes and ensure readiness for upcoming renewals.
• Manage the Maintenance Process library and related documentation, keeping it audit‑ready.
• Produce weekly and monthly reports on maintenance activity and job status.

Required profile

• Minimum 2 years’ experience in a similar contract administration role.
• Background in construction or facilities maintenance environments.
• Strong organisational and time‑management abilities, with the capacity to prioritise multiple tasks.
• Highly motivated and comfortable working independently and as part of a team.

Required skills