Contract Administrator (Facilities Management) Full Time

GRAHAM is a leading UK Total Facilities Management provider delivering planned works and projects across complex, live environments. As part of our continued growth, we are seeking an experienced Contract Administrator to support the delivery of planned minor works projects on a prestigious healthcare contract at North Manchester General Hospital.

This role is suited to someone with previous Facilities Management, minor works or construction project experience, who is comfortable supporting multiple concurrent projects within a live estate. You will work closely with Project Managers, Quantity Surveyors and the FM Helpdesk to ensure projects are correctly instructed, controlled and reported from initiation through to completion.

Benefits: Up to 36 paid annual leave, Excellent Company Pension, Free Life Assurance–6 times annual salary, Training and Development days, Discounted Private Health Care Scheme, Discounted Gym Membership and BUPA Health Assessments

Location: North Manchester General Hospital Hours Per Week: Monday – Friday , 39 Hours Job Type: Permanent / Full Time

The Administrator Shall

Contract Administration & Document Control

• Provide comprehensive administrative and document control support to the minor works project team.
• Receive, log and track minor works enquiries and project instructions.
• Maintain accurate and auditable enquiry, project and variation logs.
• Create and manage SharePoint folder structures for all minor works projects.
• Maintain document control throughout the full project lifecycle, including variations and close‑out documentation.

Purchase Orders & Project Controls

• Receive client purchase orders and update contract systems accordingly.
• Set up and manage project work orders within the IFS system (or similar).
• Raise subcontractor and supplier purchase orders in line with approved project requirements.
• Support Project Managers and Quantity Surveyors with project cost and order tracking.

Project Support & Coordination

• Support Project Managers with project coordination activities across multiple minor works packages.
• Assist with the preparation and compilation of O&M manuals and Health & Safety files for project handover.
• Liaise with internal stakeholders and supply chain partners to support effective project delivery.

Reporting & Management Support

• Gather, maintain and analyse project data for KPI and performance reporting.
• Support the preparation of monthly project and contract reports for senior management.

Meetings & Communication

• Attend internal and client project meetings as required.
• Produce accurate meeting notes and track follow‑up actions.

This job description is intended to give the post holder an appreciation of the role envisaged for the job title and the range of duties to be undertaken. It does not attempt to detail every activity. Specific tasks and objectives will be agreed with the post holder at regular intervals.

About You

This job description is intended

Essential Criteria

• Proven experience in an administrative, contract support or document control role within Facilities Management, minor works or construction project environments.
• Experience supporting planned works or project activity, rather than reactive maintenance.
• Strong organisational skills and ability to manage multiple projects simultaneously.
• Excellent attention to detail and accuracy.
• Good IT proficiency, including Microsoft Word, Excel and Outlook.
• Clear and professional written and verbal communication skills.

Desirable Criteria

• Experience working on healthcare, hospital or other live operational environments.
• Familiarity with IFS or similar ERP / project management systems.
• Experience compiling or supporting KPI and project reporting.

Please note that Applicants will not be expected to meet any (or all) of the desirable criteria to be considered for interview. Desirable criteria will only be used as part of the shortlisting process in the event there are a large number of Applicants. We are committed to developing a diverse and inclusive workforce and particularly welcome applications from females and individuals from a minority ethnic background who are currently under represented in our industry.

A basic disclosure may be requested if security clearance is required by 3rd party clients and a criminal record will not necessarily be a bar to obtaining a position. Our Access NI/Vetting and Barring Scheme Policy and Policy on the Recruitment of Ex-Offenders is available upon request. Access NI Privacy Notice can be viewed at : AccessNI Privacy Notice | Department of Justice (justice-ni.gov.uk)