Contract Administrator – Facilities Management

Job Title: Contract Administrator – Facilities Management (Remote, South Africa)

Hours: Monday to Friday, 8 AM to 4 PM UK time
Location: Fully remote, South Africa
Salary: R25,000 per month

Job Overview: We are seeking a highly organised and detail-oriented Contract Administrator to join our Build to Rent team. This role supports the efficient delivery of facilities management (FM) services across a national contract. Working closely with the Operations Manager and National FM Operations Director, you will ensure contractual compliance, financial administration, and seamless communication between stakeholders.

Key Responsibilities:

• Contract Coordination:
  • Manage contractual obligations for hard (mechanical, electrical, building fabric) and soft (cleaning, security, catering, waste management) FM services.
  • Maintain and update contract documentation, amendments, and service agreements.
• Financial Administration:
  • Process and track purchase orders, invoices, and payments in line with contract terms.
  • Monitor budgets, cost control, and financial reporting for the FM contract.
• Compliance & Performance Monitoring:
  • Ensure adherence to KPIs, SLAs, and health & safety regulations.
  • Assist in auditing, reporting, and tracking performance against agreed standards.
• Supplier & Client Liaison:
  • Act as a key point of contact for client queries and service escalations.
  • Coordinate with subcontractors and suppliers to ensure compliance with contractual requirements.
• Operational Support:
  • Assist in scheduling planned and reactive maintenance activities.
  • Maintain asset registers, work orders, and FM system documentation.
• Reporting & Documentation:
  • Prepare reports, dashboards, and contract performance summaries for senior management.
  • Support continuous improvement initiatives to enhance contract efficiency.

Qualifications & Experience:

• Minimum 2 years of experience in facilities management (FM) contract administration.
• Strong understanding of FM services, including both hard and soft facilities management.
• Experience working with KPIs, SLAs, and compliance monitoring.
• Proficiency in financial administration, including processing invoices and tracking budgets.
• Excellent organisational skills with strong attention to detail.
• Ability to manage multiple stakeholders, including clients and suppliers.
• Strong verbal and written communication skills.
• Proficiency in FM software and Microsoft Office (Excel, Word, Outlook).
• Access to a reliable internet connection and a laptop/computer suitable for remote work.