Contracts & Business Support Officer
2 months ago
£35200–£39000 yearly
Full-time
Luton
Overview The company is a privately owned construction and refurbishment contractor that has traded continuously for over twenty-one years. It is solvent and has historically delivered projects through the direct involvement of the Managing Director, supported by subcontracted labour and specialist trades. The business is now entering a controlled growth phase to take on a higher volume of small-to-medium projects. To enable this development, the company requires a Contracts & Business Support Officer whose purpose is to establish and maintain robust contract administration, document control, supply-chain onboarding, compliance tracking and cost-logging processes across all live jobs. The role will introduce repeatable operational discipline so that the Managing Director can focus on client relationships, pricing, site oversight and delivery. the role will be placed in Luton but will involve travelling to project sites. Job Types: Full-time, Permanent Pay: From £35,200.00 per year Work Location: Luton with travel to project sites Responsibilities The day-to-day contractual and documentary requirements for live and prospective construction projects. This includes reviewing invitations to tender and client work orders with the Managing Director, extracting key deliverables, commercial terms and programme dates, and setting up a complete contract file for each project. They will collate, issue and maintain the standard documentation expected by clients and main contractors, including proof of insurances, health and safety policies, construction phase plans, method statements and risk assessments, warranties and variation confirmations. Prepare routine contractual correspondence using agreed templates, ensuring that clarifications, information requests and confirmations of agreed changes are recorded and filed in an auditable manner. The role encompasses structured onboarding and coordination of subcontractors and specialist suppliers. Gather, verify and record insurance certificates, CIS and UTR details, right-to-work evidence where applicable, CSCS cards and relevant health and safety documentation before works commence. They will keep an approved list of subcontractors current, monitor expiry dates for insurances and qualifications, and issue clearly compiled work packs that include scope, drawings, programme dates and site rules. Attendance and labour allocations will be logged accurately to support cost control and timely CIS processing. A central function of the role is disciplined document control and maintain well-structured digital and, where necessary, physical project folders so that drawings, permits, RAMS, delivery notes, snag lists, instructions, variations and completion certificates are logically stored and retrievable at short notice. They will track project milestones such as start on site, progress stages, handover and close-out, and they will produce concise weekly status notes for the Managing Director highlighting outstanding actions, information dependencies and any emerging commercial risks such as unresolved variations or late-payment exposure. Provide basic commercial support focused on accurate cost capture and clear records. This role will record direct costs for materials, hired plant and subcontract labour against each project and compare actuals to the agreed quotation or bill of quantities, drawing attention promptly to variances and potential margin erosion. They will assist with the preparation of simple valuations or applications for payment by assembling supporting evidence such as timesheets, signed delivery notes and variation authorisations, and will maintain a log of invoices issued and payments received to support the company’s cash-flow planning. From a compliance perspective, the role will keep company registers up to date, including insurances, waste carrier licensing, scheduled health and safety policy reviews and any accreditations pursued by the business. They will maintain current, fit-for-purpose templates for RAMS, pre-start checklists, subcontractor onboarding packs and site induction forms, and they will support preparations for client pre-qualification questionnaires and external audits by collating prior project references, evidence of insurance, policy documents and training records. Day to day, the role will also provide general business support to the Managing Director, preparing formal correspondence, scheduling site and client meetings, maintaining the live job pipeline and enquiry log, and keeping core contact and supplier information accurate and accessible. Requirements Previous office experience is essential; administrative experience is highly valued. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Strong organisational skills with the ability to manage multiple tasks efficiently. Excellent typing skills with attention to detail for data entry tasks. Effective phone etiquette for professional communication. Previous clerical experience will be advantageous. If you are a motivated individual looking to contribute to a dynamic team as a Contracting Officer, we encourage you to apply. Job Types: Full-time, Permanent Pay: From £35,200.00 per year Work Location: In person
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