Contract Support

Dalkia have an opportunity for a Contract Support / Junior Project Manager to join their facilities maintenance team based at our client Royal Academy's prestigious site in central London. About Dalkia UK

At Dalkia, we're driven by a shared purpose: tackling climate change and building a better, more sustainable future. We bring together talented people who share knowledge, challenge each other and grow together.

Backed by EDF, Britain's biggest generator of low carbon electricity, we're a people-first culture. With 5,000+ employees and £600m+ turnover, we combine the strength of a major group with a great culture, innovative mindset and inclusive values making Dalkia a great place to work and grow your career.

Hours: 40 hours per week

Monday – Friday 8am – 5pm

Location: Royal Academy, London

Role Purpose

To provide contract administration and coordination support to the Royal Academy maintenance contract while developing responsibility for minor works, small projects and exhibition-related engineering activities.

The role will act as a key link between the Royal Academy, Dalkia engineering team, subcontractors and suppliers, ensuring quotations, purchasing, reporting, contractor activities and projects are effectively coordinated and progressed.

As experience develops, the post holder will take increasing ownership of defined projects from initial client request through quotation, planning, delivery, handover and financial close-out.

The position provides a development pathway into facilities, contract or project management.

Key Responsibilities

Contract Support & Administration

• Provide day-to-day support to the Account Manager and engineering management team.
• Maintain contract documentation, trackers, action logs and CAFM information.
• Support monthly reporting, KPI/SLA information and meeting administration.
• Prepare and track quotations, purchase orders and subcontractor expenditure.
• Liaise with Dalkia finance, commercial teams, suppliers and subcontractors.
• Ensure client requests and actions are recorded and progressed through to completion.

Client & Stakeholder Coordination

• Provide a visible on-site point of contact for routine contract and project enquiries.
• Liaise professionally with Royal Academy Estates personnel and other stakeholders.
• Coordinate information between the client, engineering team and subcontractors.
• Provide updates on quotations, works and project progress.
• Escalate operational, commercial or programme concerns where appropriate.

Junior Project Management

Under the guidance of the Account Manager and Projects & Turnaround Manager:

• Manage defined minor works and small projects from request through to completion.
• Assist with developing scopes, obtaining quotations and preparing cost proposals.
• Coordinate contractors, access, permits, deliveries and project documentation.
• Maintain simple project programmes, budgets, actions and progress records.
• Monitor delivery against agreed programme and cost.
• Identify risks, delays and variations and escalate where necessary.
• Coordinate practical completion, handover and project close-out documentation.

The value and complexity of projects managed will increase in line with demonstrated competence and experience.

Exhibition Turnarounds

• Support planning and coordination of Royal Academy exhibition changeovers.
• Maintain turnaround programmes, contractor schedules and action trackers.
• Coordinate contractor attendance, access and required documentation.
• Support engineering isolation and shutdown planning.
• Track engineering activities against exhibition deadlines.
• Assist with close-out and outstanding defect management.

Commercial & Contractor Support

• Obtain competitive quotations from approved suppliers and subcontractors.
• Raise purchase orders following appropriate approval.
• Track committed and actual expenditure against approved budgets.
• Support client quotations, variations and project invoicing.
• Coordinate specialist subcontractor attendance and documentation.
• Monitor contractor performance and escalate issues where required.

The role will not have authority to make commercial commitments outside agreed delegated levels.

Health, Safety & Compliance

• Work in accordance with Dalkia and Royal Academy health, safety and environmental requirements.
• Ensure appropriate RAMS, permits and contractor documentation are available before works commence.
• Escalate unsafe conditions or practices immediately.
• Develop an understanding of CDM requirements and Dalkia project governance procedures.
• Ensure project and compliance documentation is appropriately retained.

Qualifications & Experience

Essential

• Strong organisational and administrative capability.
• Good written and verbal communication skills.
• Competent user of Microsoft Office, particularly Excel, Word and Outlook.
• Ability to manage multiple activities and priorities.
• Good attention to detail and ability to follow actions through to completion.
• Commercial awareness when dealing with quotations, purchase orders and costs.
• Confidence communicating with clients, engineers, contractors and suppliers.
• Willingness to develop project-management capability.

Desirable

• Experience within facilities management, engineering, construction or building services.
• Experience using CAFM systems or coordinating contractors/minor works.
• Understanding of mechanical and electrical building services.
• IOSH Managing Safely.
• Prince2 Foundation, APM or equivalent, or willingness to work towards a project-management qualification.
• Awareness of CDM Regulations.
• Experience within museums, galleries, heritage buildings or other complex operational environments.

Development Expectations

Initially, the role will focus on contract administration, quotation management, contractor coordination and supporting project and exhibition activities.

As competence develops, the post holder will progressively take ownership of low-risk minor works, lifecycle works and small engineering projects, including their budgets, programmes, client updates and handovers.

The objective is to develop the individual into a capable project-management resource while retaining a strong understanding of the underlying FM contract.

This position is intended to be more than an administrative support role. The post holder will be expected to take ownership of allocated actions, quotations and projects, understand their current status and actively progress them through to completion.

Over time, the role should develop into a capable junior project-management resource for the Royal Academy contract while maintaining high-quality contract support and a visible on-site presence.

Benefits

• 25 days holiday increasing with length of service, plus Bank Holidays + birthday off, + option to purchase additional 5 days
• Life Assurance
• Pension scheme
• Private medical insurance (after 1 year service)
• Employee recognition programmes which reward exceptional achievements
• Employee Referral bonus with generous bonuses for ‘referring a friend'
• The opportunity to use one working day per year volunteering to help the local community
• Flexible Benefits Scheme – including eye care voucher, store discounts for major retailers, salary sacrifice electric car vehicle lease scheme, personal IT equipment loans, impartial financial/savings guidance
• Company sick pay
• Access to wellbeing programmes
• Employee Assistance Programme - free, confidential 24/7 365 support on all lifestyle matters
• Full induction and training
• Smartphone and Tablet / laptop (where applicable for role)
• Uniform and PPE (where applicable for role)
• Access to our extensive career portal with career planner tool and online learning

Our Values

People First – It starts with health, safety and wellbeing

Better Together – A collaborative team

Trusted Partners – Dedicated to our clients' success

Taking Responsibility – Making a positive difference

Equity, Diversity & Inclusion

We're committed to an inclusive and fair recruitment process. If you need any adjustments please let us know, in confidence, our team is here to support you.

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