King and Moffatt Building Services
City, Wolverhampton
Company Description Operating for over 45 years, King & Moffatt Building Services provide complete Mechanical and Electrical services across all sectors of the construction industry including Industrial, Logistics, Food, Pharmaceutical, Data Centre, Mining, Healthcare, Commercial, Hotel & Leisure, High-End Residential, Public, and Energy. From design stage to the installation and the ongoing maintenance of their facilities, our valued and highly skilled workforce provide our clients with an efficient, reliable and best in class service. A Deloitte Best Managed Company Award winner for eight years running, we pride ourselves on being a full building services solutions provider and have successfully delivered multiple large-scale projects in Ireland, the UK & mainland Europe. Job Description We are seeking an experienced Contract Administrator to support our Facilities Management (FM) operations across the UK and Ireland. Based in Wolverhampton, this role is central to the successful delivery of planned and reactive maintenance works and acts as a key point of coordination between clients, engineers, subcontractors, and internal management teams. The successful candidate will play a critical role in ensuring smooth contract delivery, accurate reporting, and high levels of client satisfaction. Managing the Facilities Management Helpdesk inbox, ensuring all requests are logged, actioned, and resolved in line with service expectations Acting as a primary point of contact for FM-related processes and communications Managing and maintaining the CAFM system (Trackplan) for all planned and reactive maintenance works across the UK and Ireland Monitoring job progress and providing regular updates and reports to the Senior Contracts Manager Ensuring all service reports, PPM documentation, and remedial quotations are completed, stored, and issued to clients in a timely manner Supporting the tendering of FM contracts, including issuing enquiries to subcontractors and managing responses via SharePoint Managing invoicing for FM works and ensuring jobs are billed accurately and on time Logging and coordinating reactive, additional, and remedial client requests with Regional Services Managers Supporting onboarding and training of new staff on FM processes and systems Providing administrative support to the Senior Contracts Manager, including meeting coordination and minute taking Managing correspondence, diaries, and meeting schedules Carrying out additional administrative duties as required Qualifications A business qualification or equivalent relevant experience Minimum 2 years experience in a service, FM, or contract-based environment Strong organisational skills with the ability to manage multiple priorities Excellent IT skills, with SharePoint experience essential Strong written and verbal communication skills with attention to detail Comfortable working in a client-facing, contract-driven environment Additional Information This is a key role within a high-performing FM team, offering exposure to contract management, client engagement, and operational delivery within a well-established and growing organisation. At King and Moffatt, we believe in the power of diversity and inclusion to drive innovation, creativity, and success. We are committed to creating a workplace where all employees feel welcomed, valued, and respected regardless of their race, ethnicity, gender, sexual orientation, age, religion, disability, or any other dimension of diversity. We strive to build a culture that celebrates differences, encourages open dialogue, and promotes equal opportunities for growth and advancement. By embracing diversity and fostering an inclusive environment, we not only strengthen our organisation but also enrich the lives of our employees and the communities we serve
Company Description Operating for over 45 years, King & Moffatt Building Services provide complete Mechanical and Electrical services across all sectors of the construction industry including Industrial, Logistics, Food, Pharmaceutical, Data Centre, Mining, Healthcare, Commercial, Hotel & Leisure, High-End Residential, Public, and Energy. From design stage to the installation and the ongoing maintenance of their facilities, our valued and highly skilled workforce provide our clients with an efficient, reliable and best in class service. A Deloitte Best Managed Company Award winner for eight years running, we pride ourselves on being a full building services solutions provider and have successfully delivered multiple large-scale projects in Ireland, the UK & mainland Europe. Job Description We are seeking an experienced Contract Administrator to support our Facilities Management (FM) operations across the UK and Ireland. Based in Wolverhampton, this role is central to the successful delivery of planned and reactive maintenance works and acts as a key point of coordination between clients, engineers, subcontractors, and internal management teams. The successful candidate will play a critical role in ensuring smooth contract delivery, accurate reporting, and high levels of client satisfaction. Managing the Facilities Management Helpdesk inbox, ensuring all requests are logged, actioned, and resolved in line with service expectations Acting as a primary point of contact for FM-related processes and communications Managing and maintaining the CAFM system (Trackplan) for all planned and reactive maintenance works across the UK and Ireland Monitoring job progress and providing regular updates and reports to the Senior Contracts Manager Ensuring all service reports, PPM documentation, and remedial quotations are completed, stored, and issued to clients in a timely manner Supporting the tendering of FM contracts, including issuing enquiries to subcontractors and managing responses via SharePoint Managing invoicing for FM works and ensuring jobs are billed accurately and on time Logging and coordinating reactive, additional, and remedial client requests with Regional Services Managers Supporting onboarding and training of new staff on FM processes and systems Providing administrative support to the Senior Contracts Manager, including meeting coordination and minute taking Managing correspondence, diaries, and meeting schedules Carrying out additional administrative duties as required Qualifications A business qualification or equivalent relevant experience Minimum 2 years experience in a service, FM, or contract-based environment Strong organisational skills with the ability to manage multiple priorities Excellent IT skills, with SharePoint experience essential Strong written and verbal communication skills with attention to detail Comfortable working in a client-facing, contract-driven environment Additional Information This is a key role within a high-performing FM team, offering exposure to contract management, client engagement, and operational delivery within a well-established and growing organisation. At King and Moffatt, we believe in the power of diversity and inclusion to drive innovation, creativity, and success. We are committed to creating a workplace where all employees feel welcomed, valued, and respected regardless of their race, ethnicity, gender, sexual orientation, age, religion, disability, or any other dimension of diversity. We strive to build a culture that celebrates differences, encourages open dialogue, and promotes equal opportunities for growth and advancement. By embracing diversity and fostering an inclusive environment, we not only strengthen our organisation but also enrich the lives of our employees and the communities we serve
King and Moffatt Building Services
City, Wolverhampton
1. PURPOSE The Document Controller is responsible for the management, distribution, and archiving of all project-related documentation. The role ensures that the project team has access to the latest, most accurate information while maintaining a robust audit trail of all revisions and approvals. Working primarily within a Common Data Environment (CDE), the Document Controller ensures compliance with project protocols (such as ISO 19650) and company standards, facilitating seamless communication between the office, site, and external stakeholders. 2. GOALS / KPIs Data Accuracy: 100% accuracy in the version control and status of drawings and technical documents. Timeliness: Ensuring all incoming and outgoing transmittals are processed within agreed project SLAs (typically hours). Audit Readiness: Maintenance of a fully compliant and searchable project archive that passes all internal and external quality audits. Handover Efficiency: Delivery of a structured and complete digital O&M / Health & Safety file at project completion. 3. DUTIES AND RESPONSIBILITIES System Administration: Lead the setup and day-to-day management of the Common Data Environment (CDE) (e.g., Viewpoint, Aconex, Procore, or Autodesk Construction Cloud). Information Flow: Manage and coordinate the distribution of all project documentation, ensuring only "For Construction" status drawings reach the site team. Quality Assurance: Review and critique incoming documents for compliance with naming conventions, file formats, and metadata requirements before upload. Revision Control: Ensure all technical revisions are correctly logged, superseded, and archived to prevent the use of outdated information. Transmittal Management: Lead the production of formal transmittal notes for all outgoing information to subcontractors, consultants, and clients. Reporting: Provide regular progress reports to the Project Manager regarding the status of technical submittals, RFIs, and outstanding approvals. Subcontractor Liaison: Manage and coordinate the submission of subcontractor technical data and "as-built" information. Compliance Monitoring: Identify, develop, and manage the tracking of "Request for Information" (RFI) logs and technical submittal registers. Handover Coordination: Lead the collation of the final Operation & Maintenance (O&M) manuals and Health & Safety files to ensure a smooth client handover. Training: Support the project team by providing guidance and training on the use of the project s specific document control software. Lessons Learned: Capture and document lessons learned regarding information management to improve the efficiency of future project setups. This list is not exhaustive or exclusive. 4. SKILLS AND QUALIFICATIONS Experience: Minimum 3 5 years experience as a Document Controller within the building services, construction, or civil engineering sectors. Software Proficiency: Expert knowledge of at least one major CDE platform (e.g., Viewpoint, BIM 360, Procore). Expert proficiency in Microsoft Office, particularly Excel. Technical Knowledge: Understanding of the RIBA stages and the UK BIM Framework/ISO 19650 naming conventions. Organisation: Exceptional organisational skills with a high level of attention to detail and the ability to manage high volumes of data. Communication: Exceptional interpersonal skills to liaise effectively between designers, site managers, and clients. Analytical Skills: Ability to spot discrepancies in documentation and metadata before they impact project delivery. 5. SUPERVISORY REQUIREMENTS AND DEPUTY Reporting: This role reports to the Project Manager or Business Unit Manager. Supervision: This role may provide guidance to Project Administrators or Junior Document Controllers on larger schemes. 6. TRAVEL The role is typically office or site-office based; however, occasional travel to other regional offices or sites for setup or training purposes may be required, typically not exceeding 10% of working time.
1. PURPOSE The Document Controller is responsible for the management, distribution, and archiving of all project-related documentation. The role ensures that the project team has access to the latest, most accurate information while maintaining a robust audit trail of all revisions and approvals. Working primarily within a Common Data Environment (CDE), the Document Controller ensures compliance with project protocols (such as ISO 19650) and company standards, facilitating seamless communication between the office, site, and external stakeholders. 2. GOALS / KPIs Data Accuracy: 100% accuracy in the version control and status of drawings and technical documents. Timeliness: Ensuring all incoming and outgoing transmittals are processed within agreed project SLAs (typically hours). Audit Readiness: Maintenance of a fully compliant and searchable project archive that passes all internal and external quality audits. Handover Efficiency: Delivery of a structured and complete digital O&M / Health & Safety file at project completion. 3. DUTIES AND RESPONSIBILITIES System Administration: Lead the setup and day-to-day management of the Common Data Environment (CDE) (e.g., Viewpoint, Aconex, Procore, or Autodesk Construction Cloud). Information Flow: Manage and coordinate the distribution of all project documentation, ensuring only "For Construction" status drawings reach the site team. Quality Assurance: Review and critique incoming documents for compliance with naming conventions, file formats, and metadata requirements before upload. Revision Control: Ensure all technical revisions are correctly logged, superseded, and archived to prevent the use of outdated information. Transmittal Management: Lead the production of formal transmittal notes for all outgoing information to subcontractors, consultants, and clients. Reporting: Provide regular progress reports to the Project Manager regarding the status of technical submittals, RFIs, and outstanding approvals. Subcontractor Liaison: Manage and coordinate the submission of subcontractor technical data and "as-built" information. Compliance Monitoring: Identify, develop, and manage the tracking of "Request for Information" (RFI) logs and technical submittal registers. Handover Coordination: Lead the collation of the final Operation & Maintenance (O&M) manuals and Health & Safety files to ensure a smooth client handover. Training: Support the project team by providing guidance and training on the use of the project s specific document control software. Lessons Learned: Capture and document lessons learned regarding information management to improve the efficiency of future project setups. This list is not exhaustive or exclusive. 4. SKILLS AND QUALIFICATIONS Experience: Minimum 3 5 years experience as a Document Controller within the building services, construction, or civil engineering sectors. Software Proficiency: Expert knowledge of at least one major CDE platform (e.g., Viewpoint, BIM 360, Procore). Expert proficiency in Microsoft Office, particularly Excel. Technical Knowledge: Understanding of the RIBA stages and the UK BIM Framework/ISO 19650 naming conventions. Organisation: Exceptional organisational skills with a high level of attention to detail and the ability to manage high volumes of data. Communication: Exceptional interpersonal skills to liaise effectively between designers, site managers, and clients. Analytical Skills: Ability to spot discrepancies in documentation and metadata before they impact project delivery. 5. SUPERVISORY REQUIREMENTS AND DEPUTY Reporting: This role reports to the Project Manager or Business Unit Manager. Supervision: This role may provide guidance to Project Administrators or Junior Document Controllers on larger schemes. 6. TRAVEL The role is typically office or site-office based; however, occasional travel to other regional offices or sites for setup or training purposes may be required, typically not exceeding 10% of working time.
