Trainee FM Contracts Manager

Newtownabbey, County Antrim
Harvey Group

Location

Office based (with occasional site visits as required)

Reports To

FM Operations Manager / Head of FM and Small Works

Contract type

Full-time permanent

Due to our continued growth and expansion, we have a fantastic opportunity for you to join our organisation in the role of Trainee FM Contracts Manager.

The Trainee FM Contracts Manager will support the delivery and management of Facilities Management contracts across the Harvey Group portfolio. This role is designed for an ambitious individual seeking to develop their career within the FM sector, gaining exposure to contract administration, client communication, compliance, planning, and performance management. Working closely with experienced managers, the trainee will learn how to oversee FM operations, coordinate service delivery, and ensure client satisfaction.

This journey begins at our helpdesk, The successful candidate will begin to familiarise themselves with Harvey Group, our systems, our client sites and our supply chain network.

Key responsibilities and duties of this role

Contract Support & Administration

• Assist in the day-to-day management of FM contracts to ensure delivery against KPIs and service levels.
• Support the preparation of documentation including reports, proposals, costings, and contract files.
• Maintain accurate records within CAFM systems, ensuring PPM schedules, tasks, and compliance documents are up to date.
• Coordinate subcontractor documentation and support procurement activities where required.

Client & Stakeholder Engagement

• Assist in maintaining positive working relationships with clients and stakeholders.
• Attend client meetings alongside senior staff and help prepare meeting packs, performance reports, and minutes.
• Support resolution of client queries and service-related issues under supervision.

Operational Coordination

• Help schedule and monitor planned and reactive maintenance tasks.
• Liaise with engineers and site teams to ensure works are completed efficiently and safely.
• Track job progress and ensure updates are recorded accurately in the CAFM system.

Compliance & Quality Assurance

• Support compliance activities including statutory checks, audits, and document management.
• Assist in monitoring SLA performance, service quality, and reporting metrics.
• Help ensure that health and safety policies, safe systems of work, and company procedures are being followed.

Financial & Commercial Support

• Assist with basic budgeting tasks, quote preparation, and cost monitoring.
• Gather data for invoicing, cost verification, and commercial reporting.
• Learn about contract financial performance and KPIs.

Professional Development

• Participate in structured training and mentoring to progress towards an FM Contracts Manager role.
• Complete internal and external training courses as required by the business.
• Gradually take on more responsibility as capability and experience develop.

Person Specification

Qualifications (Essential)

• GCSEs or equivalent including English and Maths.
• Strong IT skills, including Microsoft Office (Excel, Word, Outlook).

Qualifications (Desirable)

• Further education in business, engineering, facilities management, or related field.
• IOSH or other basic health & safety training (can be provided).

Experience (Essential)

• Experience in an administrative, coordination, customer service, or office-based role.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong communication skills, both written and verbal.

Experience (Desirable)

• Knowledge of Facilities Management or building services.
• Experience using CAFM systems.
• Exposure to contract administration or operational coordination.

Skills & Competencies

• Strong organisational and time-management skills.
• Ability to work accurately with attention to detail.
• Effective interpersonal skills with a willingness to learn and take on responsibility.
• Problem-solving mindset and proactive approach to supporting the wider FM team.
• Ability to build rapport with clients, engineers, and subcontractors.

What you’ll get in return You will receive first class support, which reflects our commitment to our greatest asset – our workforce – along with a culture of continual development, training and excellence.

You will be offered a competitive starting salary, private healthcare (with service), death in service insurance, and enhanced company sick pay (dependent on length of service).