Contract Administrator

ABM UK

16d • Hybrid

About The Position

The Contract Administrator provides dedicated administrative support to ABM’s Amazon contracts. The role supports site management and contract delivery leads by maintaining site-based processes, including quotation preparation, purchase order handling, contractor liaison, compliance support, and reporting. The position helps maintain smooth operations in line with ABM standards and Amazon contract requirements.

The role is based at the London office (EC2R 8DQ) with hybrid working. The schedule is Monday to Friday, 40 hours per week, on a three-month contract. Salary is competitive.

Requirements

• Strong organisational skills and the ability to manage multiple priorities.
• High attention to detail in document preparation, tracking, and record-keeping.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, especially Excel, Word, and Teams.
• Experience working with CAFM systems (such as IBMS) and digital filing systems (such as DMS).
• Confidence liaising professionally and clearly with suppliers, contractors, and clients.
• Ability to work independently across multiple sites and adapt to varying operational needs.
• Ability to maintain discretion and professionalism in a fast-paced commercial environment.

Nice To Haves

• Previous experience in a facilities or site administration role.
• Experience using a CAFM or asset management system.
• Understanding of facilities management contract structures, particularly the separation of PPM, reactive work, and consumables.
• Familiarity with Amazon processes or experience working on Amazon sites.

Responsibilities

• Prepare and submit quotations, referencing supplier quotes to ensure transparency and alignment with ABM’s agreed mark-up structure.
• Raise and receipt purchase orders accurately using IBMS or relevant CAFM systems, and file supporting documentation appropriately.
• Maintain and update quote, purchase order, and compliance trackers in IBMS and Microsoft SharePoint/Teams.
• Support scheduling and closure of approved quotes in coordination with contract managers and site managers.
• Upload supplier quotes, completion evidence, subcontractor job sheets, and other documentation to DMS, maintaining records for billing and audit purposes.
• Assist with maintenance schedules and provide visibility of key PPM dates and site-specific requirements.
• Coordinate additional works, consumables, and reactive requests with subcontractors and internal stakeholders, separating them from core PPM activities in line with contractual boundaries.
• Manage and update compliance systems such as Avetta, ensuring supplier documentation is current and verified.
• Assist with quote authorisations, track client approvals such as purchase orders or written instructions, and prepare documentation for client submission.
• Contribute to weekly and monthly reporting by updating trackers, providing quote status updates, monitoring outstanding approvals or purchase orders, and helping collate contract performance and financial reporting data.
• Provide general administrative support to site and contract managers to help deliver operational efficiency.

Benefits

• 24/7 access to a UK-based GP for the employee and immediate family.
• Mental health support and life event counselling.
• Get Fit Programme.
• Financial and legal support.
• Cycle to work scheme.
• Access to Perks at Work, including discounts, gift cards, cashback, exclusive offers, resources and tools, and online or telephone support.

What This Job Offers

• Career Level: Entry Level
• Education Level: No Education Listed