About the Contracts Department
The Contracts Department is an integral part of PFS Group, managing all Planned Preventative Maintenance (PPM) contracts from initial enquiry through to mobilisation and ongoing administration.
From preparing quotations and contract proposals to ensuring a smooth handover to operational departments such as our Service Team, the department plays a vital role in supporting both our clients and the wider business. To deliver this effectively, we rely on a skilled and dedicated team focused on providing excellent service and maintaining accurate contract information throughout the contract lifecycle.
Our Contracts Department currently consists of three Estimators and two Administrators, overseen by our Senior Commercial Manager. We are now looking to recruit a Contracts Administrator due to a change in role for one of the existing team members.
Full training will be provided, and previous industry experience is not essential. We are looking for someone who is organised, detail-oriented, eager to learn, and capable of managing multiple administrative tasks in a fast-paced environment.
About the Role
As a Contracts Administrator, you will play a key role in supporting the administration of our PPM contracts and ensuring enquiries are processed accurately and efficiently.
You will be responsible for monitoring the department inbox, raising enquiries on our CRM system for the Estimators, and supporting the administration of contracts from implementation through to completion. Working closely with colleagues across the business, you will help manage contract-related queries, maintain accurate records, and ensure any issues are resolved promptly.
The role requires a methodical individual with excellent attention to detail, strong organisational skills, and the ability to communicate effectively with both internal teams and clients.
Key Responsibilities
- Manage the Contracts Department email inbox and respond to PPM contract-related enquiries.
- Raise enquiries on the CRM system for the Contracts Estimators.
- Accurately input and maintain customer, site, asset, and contract information within company databases.
- Manage and monitor contracts placed on hold, working closely with other departments to resolve issues and return contracts to live status.
- Support colleagues and clients with contractual and service-related queries.
- Assist with billing cycle queries and contract administration activities.
- Provide support with customer cloud-based software and associated administrative tasks.
- Maintain accurate records and ensure contract information is up to date.
- Undertake general administrative duties to support the wider Contracts Department.
Skills & Experience Required
We are looking for someone who can demonstrate:
- Excellent attention to detail and accuracy.
- Strong organisational and administrative skills.
- Good written and verbal communication skills.
- Accurate typing and data entry skills.
- A working knowledge of Microsoft Office applications.
- The ability to prioritise workload and manage multiple tasks effectively.
- Confidence working both independently and as part of a team.
- A positive attitude and strong work ethic.
- Self-motivation and enthusiasm.
- A willingness to learn and develop new skills.
Why Work for PFS Group?
At PFS Group, we are committed to supporting our employees' development through training, open communication, and honest feedback. We take pride in creating an environment where people feel valued, supported, and empowered to succeed.
A Positive Working Environment
We believe work should be both productive and enjoyable. We encourage collaboration across teams, support continuous learning, and promote positive working relationships throughout the business. Our approachable management team maintains open communication and is always available to support employees.
The Right Fit
We are looking for individuals who share our values, demonstrate a strong work ethic, and take pride in delivering high-quality work. As a well-established and growing business, we provide the structure, training, and support needed to help our employees succeed while maintaining a culture where individuals are recognised and appreciated.
A Culture That Cares
As our business has grown, we have remained committed to ensuring every employee feels respected, valued, and supported. We regularly bring colleagues together through company-wide events.
We also support our employees through regular departmental meetings, one-to-one catchups, annual appraisals, and our Employee Financial Support Fund, which provides access to short-term financial assistance for unforeseen emergency expenses, with repayments made gradually through salary deductions.
If you're organised, enthusiastic, and looking to develop your administrative career within a supportive and growing business, we'd love to hear from you.
Hours: Monday to Friday, 8am to 5pm
PFS Group is an Equal Opportunity Employer. PFS Group does not discriminate on the basis of race, religion, colour, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.
To view our job applicant privacy notice please go to; https://www.pfsltd.co.uk/careers/job-applicant-privacy-notice/
Pay: £26,436.00 per year
Work Location: In person
