Contract support assistant job description
To provide dedicated, high-level support to the Operations Manager by acting as a central point of coordination for all cleaning service contracts, daily site updates, and client communications. This role ensures the Operations Manager is fully informed and equipped to make timely decisions by delivering concise daily reports, tracking service performance, and flagging operational needs. By managing contract specifics, liaising with clients, and maintaining compliance documentation, the objective is to streamline workflows, reduce administrative burden, and enhance service delivery across all sites—functioning as the Operations and Area Manager’s right hand in driving operational excellence
Service Contract Oversight
* Maintain a tracker for all cleaning contract services — Daily cleaning, ad hoc services, Planned PPM, specialist cleans
* Highlight specifics like cleaning frequencies, shift patterns, supply requirements, and client preferences.
* Monitor renewal dates, trial periods, and SLA terms that impact operations
Daily Reporting to Operations Manager
Each morning, send a concise status update with:
* Update the Ops Manager for each site, highlighting requirements, changes, service adjustments or any details that need reviewing.
* Complaints or issues logged in the last 24 hours
* Any client emails, feedback, or scope changes from the day before
* Quick-view summary of priority actions for your ops manager to delegate or resolve
* Review site visit templates from the area manager and upload relevant information and report to the ops manager.
* Communicate daily with the area manager on any details or requirements so you can update the ops manager accordingly.
Site Coordination & Team Support
* Create and maintain scope of work based on client contracts—what areas get cleaned, when, and with what products.
* Track special instructions (e.g. keys or access codes, security checks, restricted zones) and feed them to the ops manager and area manager.
* Work with the area and ops manager to ensure cleaner scheduling matches the contract commitments.
Client Liaison for Contract-Specific Queries
* Handle incoming client questions about their service agreement.
* Log scope changes, dissatisfaction, or special requests—pass escalations with context to the Operations Manager.
* Keep communication flowing between your teams and the client without overwhelming your ops lead.
Operational Planning & Resource Flagging
* Alert the Ops Manager when a new contract requires more supplies, or equipment.
* Help build cleaning rotas that reflect contract terms while preventing burnout
Compliance & Records
* Keep client-specific H&S docs, insurance proof, COSHH data sheets, and risk assessments organised.
* Alert your Ops Manager when certifications or site files are due to expire
* Prep paperwork for audits or contract performance reviews
* Update client files and notes using our software’s
Now, you maye not have the relevant experience with the above but you may have transferable skills from a different area which will help you flourish in this role.
If you would like to hear more and have a confidential chat - please apply now
Salary description
£17.58 - £17.58 per hour