Contract Support
Role Overview
We are looking for an organised Contract Support professional to help coordinate planned preventative maintenance (PPM) across our Imperial College London contract.
Based at Hammersmith, you'll book maintenance visits for Dalkia engineers and subcontractors, track work through to completion and make sure service reports and other evidence are recorded accurately in Planon. You'll also help manage the shared inbox and helpdesk, responding to enquiries and keeping colleagues informed of progress.
This is a busy coordination and administration role where good follow-up, accurate records and meeting monthly deadlines make a real difference to service delivery.
Key Skills for This Role
Full Job Posting
Location
- Hammersmith, London – Imperial College London Hours of Work: Monday to Friday, 08:00–17:00 Reporting to: Lead Contract Support
About the Role
We are looking for an organised Contract Support professional to help coordinate planned preventative maintenance (PPM) across our Imperial College London contract.
Based at Hammersmith, you'll book maintenance visits for Dalkia engineers and subcontractors, track work through to completion and make sure service reports and other evidence are recorded accurately in Planon. You'll also help manage the shared inbox and helpdesk, responding to enquiries and keeping colleagues informed of progress.
This is a busy coordination and administration role where good follow-up, accurate records and meeting monthly deadlines make a real difference to service delivery.
Key Responsibilities
- Allocate PPM tasks to the appropriate engineers and subcontractors, and coordinate bookings at least one month before the work is due
- Track scheduled work, follow up outstanding tasks and chase engineers and subcontractors for service reports and completion evidence
- Check and upload maintenance records and documentation to Planon and other contract systems
- Complete the administrative closure of PPM jobs in Planon, following SFG20 and contract guidelines, by the sixth working day of the following month
- Record defects and remedial work identified during PPM visits, ensuring the related Planon job reference is captured
- Arrange site access, permit information and parking for engineers and subcontractors in line with Imperial College London procedures
- Monitor the shared inbox, answer helpdesk calls and respond to enquiries or direct them to the appropriate colleague
- Produce operational reports and support the Lead Contract Support with subcontractor orders, invoice queries and other contract administration
- Work closely with engineers, supervisors, subcontractors and colleagues to keep PPM activity on track, and provide cover for reactive contract support when needed
What We're Looking For
We'd be particularly interested in hearing from people with experience in an FM helpdesk, maintenance coordination, PPM administration or contract support role. You may have worked with engineers or contractors to book visits, update jobs and follow up outstanding paperwork.
You'll bring
Experience coordinating maintenance jobs, service visits or work orders in a busy support team
Strong organisation and follow-up skills, with the ability to track several tasks and meet deadlines
Attention to detail when checking reports, updating systems and maintaining records
Confidence handling enquiries by phone and email, and communicating with engineers, contractors and colleagues
Good Microsoft Office skills and the ability to learn new job-management systems
Experience using Planon or another CAFM system, or working with PPM schedules and SFG20, would be helpful. You do not need to have used Planon specifically to apply.
Why Join Us?
Join a collaborative team supporting the delivery of Facilities Management services across a large university contract. You'll play a key part in keeping planned maintenance organised, recorded and completed on time.
Benefits
- Competitive salary
- 25 days' annual leave plus Bank Holidays, with the option to buy up to five additional days
- An additional paid day off to celebrate your birthday
- Pension scheme with up to 8% employer contribution matching
- Life assurance and Company sick pay
- Private medical insurance after 12 months, including optional dependant cover
- Flexible benefits tailored to your lifestyle, including retail discounts, electric vehicle schemes, eye care and technology loans
- Access to wellbeing resources and a confidential 24/7 Employee Assistance Programme
- Employee recognition awards and referral bonuses
- One paid volunteering day annually to support a cause that's important to you
- Company-issued technology where applicable
- Training and opportunities for career progression across our Facilities Management and wider Group businesses
Our Values
People First – It starts with health, safety and wellbeing
Better Together – A collaborative team
Trusted Partners – Dedicated to our clients' success
Taking Responsibility – Making a positive difference
Equity, Diversity & Inclusion
We're committed to an inclusive and fair recruitment process. If you need any adjustments, please let us know in confidence. Our team is here to support you.
Documents
ICL - Contract Support - JD.pdf (45.14 KB)
About Dalkia Facilities
Parent group profile
Dalkia UK
An EDF-owned UK provider of engineering, facilities management, energy and specialist services to public- and private-sector clients.
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