Contract Administrator

Permanent Full – time (40 hours per week). 

Monday- to Friday, Office based. 

Salary TBC dependant on age/experience, plus pension, health care, generous holiday entitlement and other benefits

We have an exciting opportunity for a Contract Administrator to join our team. As part of our small administrative team, you will primarily serve as the first point of contact for customer enquiries and provide essential support to our engineers and managers.

Key Responsibilities

Contract Administration:

• Taking and directing inquiries, through the switchboard and inbox.

• Assist in preparing, reviewing, and managing contracts and related documents.

• Maintain accurate records of contracts, amendments, and renewals.

• Updating client profiles when required.

• Support in tracking contract deliverables and deadlines.

Job Planning and Coordination:

• Assist in creating detailed job plans, schedules, and timelines.

• Assist in the coordination of resources, including personnel, materials, and equipment.

• Monitor project progress, identifying and resolving scheduling conflicts or delays.

• Support the preparation of work orders, schedules, and documentation for project execution.

Communication and Reporting:

• Liaise with clients, suppliers, and internal teams to ensure effective communication.

• Create reports, updates, and summaries for management.

• Respond to queries related to contracts and project planning.

Finance

• Assist in creating purchase orders and assign to appropriate job/project

• Assist finance Administrator with processing supplier and customer invoices using Hubdoc and Xero.

Person Specification and Knowledge 

• Excellent communication skills, both verbal and written.

• Excellent customer service skills.

• Good attention to detail.

• Have a ‘can do’ attitude.

• Excellent interpersonal skills and have the ability to communicate effectively with people at all levels.

• Proactive and take responsibility for own workload, prioritising to meet conflicting demands.

• The ability to work as part of a team and individually.

• Computer Literate – use of Microsoft word, Excel databases.

• Previous experience of answering enquires vis email, over the phone and in person.

• Strong time management skills.

To apply please email jen@caledonianheating.co.uk with:

• Your CV

• A covering letter outlining your skill, knowledge and experience you’d bring to the post 

Closing date:                        5pm on Friday 9th May 

Interview Date:                  TBC

If you haven’t heard from us within 2 weeks of the closing date, please assume your application hasn’t been successful on this occasion.