Contract Administrator - HVAC & Mechanical Services
Location: Reigate, Surrey
Salary: £26,000 - £32,000 per year
Job Type: Full-Time, Permanent

An established and reputable Heating, Air-Conditioning, and Mechanical Services company — proudly operating for over 50 years — is seeking a Contract Administrator to join their team in Reigate. Serving London and the surrounding areas, the business offers a supportive, family-run working environment with a strong focus on teamwork and customer satisfaction.

This role is ideal for a detail-oriented, organised professional with a proactive approach and a passion for delivering high-quality support to both clients and internal teams.

Key Responsibilities:

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Coordinate incoming calls and service requests

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Schedule and manage engineers for both planned and reactive maintenance

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Follow up on reports, quotations, and required documentation

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Communicate effectively with clients, ensuring a high level of customer service via phone and email

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Support parts procurement and liaise with subcontractors

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Organise and schedule Planned Preventative Maintenance (PPM) visits

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Send maintenance reports and invoices to clients

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Maintain job records and schedules using internal systems, including CLIK

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Escalate issues as appropriate to ensure swift resolution

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Arrange Risk Assessments and Method Statements (RAMS) when required

Requirements:

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Strong customer service and communication skills

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Excellent organisational and written communication abilities

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High attention to detail and ability to manage multiple tasks

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Confident with IT systems and general administration

Desirable:

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Experience in a similar administrative role, ideally within HVAC or Building Services

Additional Information:

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Based in Reigate, Surrey (free on-site parking available)

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Monday to Friday, office-based role

Benefits:

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Company pension

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Free and on-site parking

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Supportive working environment

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Occasional company events

If you're looking to join a stable, friendly company where you can make a real impact and grow your administrative career, we'd love to hear from you