Contract Support – Facilities Management

Location: RG41 area
Working hours: Monday to Friday, 9am–5pm
Preferred start date: 7 December 2026

The opportunity

We're looking for an organised and proactive Contract Support Administrator to join our team at Winnersh Triangle, supporting the day-to-day administration of our facilities management and building services operations.

Working closely with the Service Manager, engineering teams and wider support functions, you'll play an important role in keeping maintenance activities organised, ensuring jobs are scheduled and recorded accurately, and helping the team deliver a responsive and professional service to our clients.

This is a varied role where you'll be involved in everything from preparing quotations and raising purchase orders to coordinating subcontractors, updating maintenance records and communicating directly with clients.

We're looking for someone who enjoys keeping things running smoothly, can manage competing priorities and takes pride in providing reliable administrative support.

What you'll be doing

• Support Service Managers across the South with the preparation and administration of client quotations.

• Assist with scheduling and allocating planned and reactive maintenance jobs to engineers.

• Update the job management system, ensuring work orders, engineer job cards and service reports are accurately recorded and closed.

• Coordinate subcontractor visits, arrange appointments and ensure relevant work orders are raised.

• Raise purchase orders for subcontractors, materials and other operational requirements.

• Assist the Accounts team with weekly invoicing reports and supporting documentation.

• Upload engineer reports, maintenance records and other relevant documentation to the job management system.

• Help manage the logging, scheduling and closure of call-outs and compliance-related tasks.

• Respond to client enquiries by telephone and email, providing updates and arranging maintenance visits.

• Produce operational reports and information requested by the management team.

• Work closely with engineers, Service Managers and colleagues to ensure maintenance activities are effectively coordinated.

What we're looking for

Essential skills and experience

• Previous experience in an administrative, contract support, service coordination or similar role.

• Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel.

• Strong organisational skills and the ability to manage several tasks and deadlines simultaneously.

• Excellent attention to detail, particularly when processing job information, purchase orders and reports.

• Confident communication skills, both written and verbal, with a professional approach to client enquiries.

• Ability to work independently while supporting multiple teams and colleagues.

• A methodical, proactive approach to problem-solving and day-to-day administration.

• Comfortable learning and using job management software.

Desirable experience

• Previous experience within facilities management, building services, maintenance or engineering administration.

• Experience using CAFM, job management or maintenance scheduling systems.

• Familiarity with purchase orders, quotations, subcontractor coordination or invoicing processes.

• Experience supporting planned preventative maintenance (PPM) and reactive maintenance activities.

Why join Pareto FM / Sowga?

At Pareto FM and Sowga, we bring together customer-focused facilities management and specialist building services engineering expertise.

Our support teams play an essential role in keeping our operations organised and ensuring engineers and Service Managers have the information and resources they need to deliver for our clients.

You'll be working alongside experienced colleagues in a varied role where organisation, communication and teamwork make a real difference to the service we provide.

Interested?

If you're an organised, detail-focused administrator who enjoys working in a busy service environment, we'd like to hear from you.