Contracts Administrator

Team: Administration

Location: Eastbourne office

Hours: 37.5 hours per week

Salary: £28,000-£30,000 (Salary dependent on experience)

Reporting to: Contracts Manager

About us - G M Monk Ltd is an electrical contractors’ firm, based in Eastbourne with a satellite office in Brighton & Hove. We have been established for over 40 years and offer a range of electrical services to key client groups (local authorities, schools/academies, commercial clients, and individuals) across Sussex and Kent. We currently employ over 60 staff to support our operations and offer a friendly and supportive environment in which our staff thrive and feel valued.

Workplace benefits include 22 days holiday (+ 8 bank holidays), NHS Top Up Scheme and Training & Development opportunities.

Purpose of the role - To provide administration to support the functioning of our busy client focused operations. Working with Contract Managers, engineers and wider administration team for effective contract delivery. This includes liaison with clients, document (including engineer reports, test certification, invoice/financial applications) preparation and administering compliance servicing. To utilise appropriate computer software to conduct duties, including current works management system, MS Office and client-based systems.

Core Job Tasks

1. Engineering Scheduling & Dispatch

• Diary Management: Organise and optimise daily schedules for teams of 8–10 engineers to minimise travel time and ensure compliance to priority codings/KPIs.
• Job Allocation: Assign reactive callouts, planned preventative maintenance (PPM) works, and installation works based on engineer ability and system expertise and in line with client priority codings/KPIs.
• Resource Coordination: Ensure engineers have necessary materials by identifying requirements and coordinating with managers.

2. Customer Service & Client Relations

• Primary Point of Contact: Handle incoming service enquiries, queries, and requests for appointment rearrangements via phone and email.
• SLA Compliance: Monitor job statuses to ensure attendance targets and contractual Service Level Agreements (SLAs) are met, notifying management if delays occur.
• Reporting: Prepare and distribute service reports and maintenance certificates to clients following engineer visits, including uploading reports, asset lists etc. where required by the end user. Utilise client-based portals where applicable.
• Setting Up: Customer Records, Billing Rates, Visit Schedules.
• Follow Up Organising: Quotes, Materials, meetings, booking information.

3. Compliance & Administration

• Database Management: Maintain accurate customer records, including equipment lists, site access details, and keyholder information.
• Financial Admin: Ensure accurate job costing and invoice creation ready for client applications/invoice process and assisting with the creation of remedial quotations for follow-up works where applicable.

About you - You will be professional and friendly in your approach to dealing with clients and colleagues and exhibit a positive attitude towards work. You will be a competent and confident user of IT, with an eagerness to learn new software. You will have the ability to be organised and to prioritise your workload to meet deadlines.

The following are essential criteria:

• Proficient user of IT (including emails, database software systems, word and excel).
• Experience of working in a busy office environment.
• Professional approach to work, with a positive attitude.
• Strong communication skills and ability to talk to the client.
• Ability to prioritise workload and meet deadlines.
• Experience of working as part of a team, supporting colleagues to reach common goals.
• Ability to problem solve and use effective decision making when required.

Training and Development - Full training will be given in line with the requirements of the role, this will be modular and focus on building competency on our software system and associated administration processes. Additional training opportunities include workplace Health & Safety, client bespoke systems and other CPD identified as relevant.

Other information

• We offer 22 days holiday (+ 8 Bank Holidays) and sick pay benefits.
• You can opt into our NHS Top-Up Scheme which offers a variety of health-related benefits.

To apply, please click the link in this advert and attach your CV and cover letter.