Contract Administrator

Equans is looking for a Contract Administrator supporting the Helpdesk on our Birmingham schools contract based from Coleshill, Birmingham, B46 1JU  on a permanent basis. This is a full-time position working 37.5 hours per week, 7.5 hours per day between 09:00 and 17:00, Monday to Friday with a 30 minute unpaid break. Please note this role involves full-time attendance in the office. On offer is a salary up to £30,000 per annum and benefits package.

The role operates across the Birmingham Schools Contracts, covering multiple school sites and a range of community properties that deliver healthcare services. Equans works in close partnership with the Schools to ensure all locations are well‑maintained, compliant, and able to support high‑quality service delivery.

You will be responsible for managing the full lifecycle of maintenance activity—from initial customer enquiry through to job completion and purchase order receipting. Using the Maximo system, you will deliver excellent customer service, ensuring all work orders are accurately interpreted, processed, and completed in line with operational requirements. A professional approach is essential when engaging with both internal and external customers, in accordance with the wider business scope.

The role also involves supporting colleagues with a variety of contract support tasks, contributing to the efficiency, performance and seamless service delivery across the Birmingham Schools estate. All activities must be completed within the contractually defined SLA timeframes.

What will you deliver?

• Management of job flow to include receipt of calls, logging, assignment to relevant engineer or sub-contractor, scheduling and chasing of attendance and review and closure of all jobs.
• Actively manage job flow by reviewing open work and chasing the relevant party for updates to ensure completion within the required SLA.
• Allocate jobs appropriately in order to avoid SLA failures and to actively jeopardy manage all jobs.
• First point of contact for incoming telephone calls and service requests received by telephone and e-mail. 
• Interpret and log work order requests, inputting details into an CAFM system.
• Understand, identify and apply the SLA for each service request and set expectation with customer, prioritising jobs appropriately.
• Deliver a proactive and customer-focused approach to service: Actively anticipate client needs and provide timely, courteous responses to all queries and requests, ensuring all issues are addressed efficiently and in accordance with service-level standards. Foster positive relationships with site users by consistently delivering helpful advice, clear communication, and updates on progress, aiming to enhance customer satisfaction and resolution outcomes.
• Support management with the collation of accurate and punctual regular reports as required.
• Close liaison with parties from all workstreams, such as the technical, finance, commercial and management teams to ensure contractual compliance and effective jeopardy management. 
• Assist with generating purchase orders for Reactive/Quoted works, Minor Works and PPM using purchasing system (Coupa).
• Invoice and credit approvals – 3 Way Match, Quality checking invoice/credit for correct value and matching information to the PO, dispute discrepancies with subcontractor or suppliers. Chase appropriate party for supporting information if not in place.
• eview and update POEM and GRIR.
• Liaise with Contract Managers and Supervisors to effectively deal with subcontractor/supplier invoicing queries escalating issues where necessary to Management team.
• Processing Contractor Labor.
• Escalate any complaints as required and support continuous improvement activity to reduce levels of customer complaints.
• Ensure compliance with statutory and company procedures, across all functions.

What can we offer you?

On offer is a competitive salary and benefits 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 including WiE (Women in Equans), RISE (BAME), LGBTQI+, Working Parents, YPN (Young Persons Network) and our Disability Network.
• 24/7 Employee Assistance Program and access to mental wellbeing app.

Who are we looking for?

• Experience of working within a FM/Technical environment would be an advantage, but not essential.
• Experience of working in an Education environment would be an advantage, however, is not essential.
• Good interpersonal skills & telephone manner.
• Word processing, Mail sorting and delivery, Statutory Document collation and distribution, data input and filing both hardcopy and electronically.
• Being able to work in an efficient and accurate manner, prioritising your workload to ensure that all deadlines are met.
• Support the Operations team & Senior Managers on individual projects as required.
• Working within an operational environment, meeting deadlines regularly and maintaining communication with all involved.
• Strong IT skills including full range of Microsoft applications (Office, Word, Excel).
• Knowledge of CAFM and Finance systems (Coupa, Maximo).
• Good written and oral communications.
• Experience of working within a FM/Technical environment would be an advantage.

Equans is a world leader in energy services with nearly 100,000 employees working in more than 50 countries, with an annual turnover of over 17 billion euros.  

In the UK & Ireland, Equans is a provider of technical, FM, regeneration and energy services – with specialist capabilities in smart buildings, green mobility, district & embedded energy and decentralised renewables.

Equans’ 13,500 UK & Ireland employees combine these activities to help businesses, public sector organisations and government to embrace the energy transition towards net zero, and also the digital & industrial transitions that are redesigning the way we move, work and live.

Equans is a Bouygues group company.

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.

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 WiE (Women in Equans), RISE (BAME), LGBTQI+, Working Parents, Veterans & Reservists, Green Network, YPN (Young Professionals Network) and our Disability Network.

For this role, you must have evidence of the right to work in the UK. Unfortunately, we are not able to offer a re-location 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 supports this job advert. Agency involvement is not required. All related enquiries must come to the resourcing team not direct to Equans Managers.