Maintenance Contract Administrator We're seeking a highly organised and proactive Maintenance Contract Administrator to take ownership of planned preventive maintenance (PPM) contracts and ensure smooth coordination across clients, account managers, and internal maintenance teams.
This role is ideal for someone who enjoys structure, accuracy, and keeping operations running efficiently.
Responsibilities Manage the full lifecycle of PPM contract renewals, ensuring all contracts are updated and issued ahead of expiry Lead renewal review meetings with Account Managers to confirm scope changes, pricing updates, and service adjustments Prepare and issue finalised PPM renewal documentation to clients and coordinate approval Create and schedule all PPM activities, ensuring accurate service codes and dates are logged in the Current Contracts Tracker Monitor PPM progress daily, updating completion status in real time and escalating delays where required Work closely with the maintenance team to gather asset information, update PPM reports, and prepare for upcoming renewals Generate maintenance workflows and assign tasks to the office team to support smooth service delivery Maintain and continuously improve the Maintenance Process Library, ensuring documentation is clear, current, and compliant Support operational continuity by identifying gaps, improving processes, and ensuring contract compliance across all accounts Requirements Minimum 2 years' experience in contract administration, maintenance coordination, or a similar operations-focused role Experience within construction, facilities management, maintenance services, or a technical service environment Strong organisational and time-management skills, with the ability to manage multiple deadlines and shifting priorities High attention to detail and a proactive approach to problem-solving Excellent IT skills, including Microsoft Office and experience with CMMS platforms (AFS experience an advantage) Confident communication skills with the ability to liaise professionally with clients, account managers, and internal teams Comfortable working in a fast-paced environment where schedules and priorities can change quickly Flexible, adaptable, and able to take ownership of tasks from start to finish Skills: Contract Administration PPM Scheduling Process Coordination Stakeholder Communication Data & Record Accuracy