Admin Supervisor

Location: Leeds
Basic Salary: Circa £35,000
Contract: Permanent (Hybrid - 3 days office 2 WFH)
Working Hours:
We are currently recruiting for an experienced Admin Supervisor professional to join a leading organisation within the facilities management and corporate real estate sector.
This is an excellent opportunity for an organised and commercially focused individual who enjoys working in a fast-paced environment and has strong experience in contract administration, financial reporting, invoicing, purchase orders, forecasting and client support.

The Role

As Admin Supervisor, you will provide comprehensive commercial and administrative support across the contract, working closely with operational teams, finance, subcontractors and clients to ensure accurate and timely delivery of all contractual and financial requirements.

Key Responsibilities

• Support the management and control of all financial and commercial aspects of the contract.
• Produce accurate financial information, reports and supporting documentation.
• Maintain accurate manual and electronic records in line with company and client requirements.
• Prepare and issue contractual and client reports within agreed deadlines.
• Maintain quality management documentation and ensure compliance with relevant processes.
• Liaise closely with site teams and head office to ensure the accurate processing of quotations, purchase orders, invoices, timesheets and holiday records.
• Manage general contract administration, including correspondence, filing, meeting minutes and report preparation.
• Coordinate material ordering and associated administration.
• Manage subcontractor administration and documentation.
• Raise purchase orders and ensure they are amended and updated when required.
• Assist with the production of valuations and presentation of commercial results.
• Prepare contract renewal documentation and short-range planning information.
• Maintain quote logs and process quotations through to completion.
• Collate, check and follow up engineer timesheets to ensure accuracy and completeness.
• Prepare and process billing for planned maintenance and additional works using relevant procurement/billing systems.
• Support the contract escalation process.
• Provide training and guidance to team members where required, including monitoring training requirements and producing regular training gap reports.
• Maintain fully auditable records covering invoices, timesheets, material orders, goods received notes and other financial documentation.
• Provide commercial support throughout the contract lifecycle through to final account.
• Collate and present regular portfolio and contract reviews.
• Produce weekly aged debt reports and work with clients to resolve outstanding issues.
• Complete month-end reporting for the Finance Manager.
• Coordinate travel arrangements for operational shutdowns when required.
• Collate monthly financial forecasts.
• Prepare monthly financial reports for clients.
• Raise annual maintenance purchase orders.

About You

We are looking for an experienced Contract Support, Contract Administrator, Commercial Administrator or similar professional who is confident working with financial and operational data and can manage multiple priorities effectively.
You will ideally have:

• Strong IT skills, particularly Microsoft Excel, Word, Outlook and PowerPoint.
• Intermediate to advanced Excel skills with a strong understanding of spreadsheets and financial data.
• Previous experience working within contract, facilities management, engineering, property or a similar environment.
• Strong commercial and financial administration experience.
• Excellent attention to detail and a high level of accuracy.
• Strong verbal communication skills and good written communication.
• A customer-focused approach with the ability to build positive working relationships.
• Excellent organisational and time-management skills.
• The ability to prioritise effectively and make decisions in a busy environment.
• A proactive, self-motivated and systematic approach to work.
• The ability to work confidently both independently and as part of a wider team.
• A calm and professional approach when working under pressure.
• A commitment to continuous improvement and delivering high-quality service.
• A reliable, flexible and professional attitude.
• The ability to handle confidential information with discretion.
• Flexibility to work outside normal office hours occasionally when business requirements dictate.

Desirable

Experience with Anaplan would be advantageous, although full training can be provided.

The Opportunity

Basic salary circa £35,000 alongside the opportunity to join a well-established organisation and play a key role in supporting the successful financial and commercial management of a major contract.
If you have strong contract support experience, excellent Excel skills and enjoy working in a commercially focused environment, we would love to hear from you.

INDAJ

Calibre Search promote equality in the workplace and we welcome applications from all suitably skilled or qualified candidates regardless of their sex, race, disability, religion/beliefs, sexual orientation or age. We act as both an employment agency and employment business.