Contract Administrator

Equans is looking for a Contract Administrator to join our team in Liverpool Central Library on a permanent basis. This is a full time role working 37.5 hours per week. On offer is a salary of £12.31 per hour and benefits package.

Reporting to the Account Manager, the Contract Administrator will be responsible for administration duties associated with the contract.

What will you deliver?

• Prepare and collate monthly performance and paymech reports.

• Prepare monthly payment notices and invoices.

• Assist with minute taking and reports as and when required.

• Coupa – responsible for managing purchase orders, example receipting, invoice approval.
• Ensuring billable work is invoiced in a timely manner.
• Manage purchasing, receipting, WIP and associated administration.
• Update and maintain Defects Log.
• Complete Variations / ANC for Client sign off.
• Undertake daily cleaning audits.
• Maintain sub-contractor register.
• Complete and submit timesheets for the cleaning team, manage/approve cleaning team holidays.
• Organise cover for the cleaning team when they are on leave/absent within the cleaning budget.
• Creating of Work Order and Purchase Orders on Maximo.
• Run Business Reports when required.
• Any other duties that may be required in order to facilitate the efficient operation of the Contract.
• Provide administrative cover to other parts of the FM Administration Team during staff absences or when required.
• Collate and distribute O&M information.
• Responsible for maintaining accurate and compliant maintenance records for statutory and implied statutory activities.
• Be the main point of liaison with the Regional Operations Centre (Helpdesk) to ensure that scheduled maintenance visits are booked in a timely fashion, and that corresponding maintenance records are received and locally reviewed in a timely manner.
• Support Account / Technical Manager on non-compliance or unavailability of services, including impact to financial performance.
• Support team meetings and events as necessary.
• Understand and meet customer requirements, delivering consistently high service levels and utilising feedback to improve service.
• Updating and issuing delay requests to the Client and via Maximo.
• Any other ad-hoc duties.

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?

• Proficient in the use of IT, Microsoft Outlook, and Office.

• Experience of CAFM system (Maximo, ideally) highly desirable.

• Experience in a customer service role highly desirable.

• Excellent communication skills.
• Ability to work as part of a busy team.
• Tenacious approach to works management.
• Experience in minute taking.

This role includes an Enhanced DBS with Barred Lists 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 organisations 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. 

Our ambition 

At Equans, we are driven by our ambition to be recognised 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 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 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 manage this requirement. Agency involvement is not required. All related enquiries should come to the resourcing team not direct to Equans Managers.

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