Details
1120343
University of Warwick
02/11/2026
6 Months
36.5 hours per week – Monday-Friday
Smart Casual
Pay
£13.75
£1.66
Description
Role
The Contracts Administrator will provide comprehensive administrative and coordination support to the team responsible for a substantial portfolio of statutory compliance, planned maintenance, and specialist electrical contracts.
The role will support the effective administration of contracts, ensuring that contract documentation, financial records, contractor performance information, compliance certifications, and stakeholder communications are accurately maintained and processed in a timely manner.
The postholder will work closely with the Contracts team, technical teams, Finance, Procurement, contractors, and other internal stakeholders to ensure that contractual and administrative processes are effectively coordinated. This will provide additional capacity during a period of increased workload.Duties and responsibilities
Contract Administration
- Provide day-to-day administrative support for a portfolio of statutory compliance, planned maintenance, and specialist electrical contracts.
- Maintain accurate and up-to-date contract records, registers, schedules, and associated documentation.
- Assist with the preparation, issue, filing, and monitoring of contract documentation for tenders.
- Ensure contractual records are maintained in accordance with organisational procedures and governance requirements.
- Monitor key contractual dates, including contract milestones, renewal dates, review points, and submission deadlines.
- Support the preparation of contract reports, meeting documentation, agendas, minutes, and action logs.
Compliance and Certification
- Maintain compliance registers and tracking systems for statutory inspections, certifications, reports, and other contractual requirements.
- Monitor the receipt and validity of contractor compliance documentation and certification.
- Follow up outstanding documentation with contractors and escalate overdue or non-compliant submissions.
- Ensure records are accurately updated following completion of inspections, maintenance activities, and remedial works.
- Support the team in maintaining a clear audit trail of compliance-related documentation.
Contractor Performance
- Maintain contractor performance records, including service delivery information, key performance indicators, outstanding actions, and contractual issues.
- Assist with the collection and collation of performance information for contract review meetings.
- Record actions arising from contractor meetings and monitor progress against agreed deadlines.
- Liaise with contractors regarding routine administrative queries and outstanding information.
- Escalate significant performance, compliance, or contractual issues to the relevant Contract or Technical Manager.
Procurement and Contract Support
- Support procurement exercises and contract-related activities by preparing documentation, maintaining records, and coordinating information.
- Assist with the administration of contract variations, extensions, and other contractual changes.
- Ensure relevant approvals and supporting documentation are recorded appropriately.
- Assist with the preparation of information required for tendering, contract renewal, or procurement activity.
- Maintain accurate electronic filing systems and ensure documents can be readily retrieved for audit and operational purposes.
Stakeholder Communication
- Act as an administrative point of contact for contractors and internal stakeholders.
- Respond to routine contract administration queries and ensure matters are directed to the appropriate manager where technical or contractual input is required.
- Coordinate meetings, correspondence, reports, and information requests.
- Communicate effectively with Finance, Procurement, operational teams, contractors, and other stakeholders.
- Ensure actions and requests are followed up within agreed timescale
- Monitor CAFM systems and ensure that contractors are made aware of jobs within SLA timeframes and escalate urgent jobs to relevant supervisors, managers and other teams as required
Skills and experience
- Previous experience in a contract administration, facilities administration, procurement administration, or similar role.
- Strong organisational and administrative skills, with the ability to manage multiple priorities and deadlines.
- Experience maintaining accurate records and document management systems.
- Experience working with purchase orders, invoices, financial records, or budget information.
- Good attention to detail and a methodical approach to administrative processes.
- Strong written and verbal communication skills.
- Ability to liaise professionally with contractors, suppliers, colleagues, and other stakeholders.
- Good IT skills, including experience using Microsoft Office applications, particularly Excel, Word, and Outlook.
- Ability to work independently while recognising when matters need to be escalated.
- Ability to handle confidential and commercially sensitive information appropriately.
Location
University of Warwick
Additional information
Advert closing date: Midnight on the 18th October 2026
Interview date: TBC
Start date: 2nd November 2026
Please note, if you apply for this role your contact details will be shared directly with the hiring manager.
Your CV and Cover Letter is your chance to explain why you are interested in the role and why you feel like you will be suitable fit. Relying too heavily on services such as Chat GPT when writing your cv and cover letters could reduce your chances of being shortlisted.
Apply for job