Subcontractor Coordinator

Role overview

The Subcontractor Coordinator will manage a nationwide subcontractor network, ensuring jobs are delivered efficiently from allocation through to completion. Based in Cardiff, this full-time, permanent position offers a salary of £35,000 – £40,000 per annum, dependent on experience. The company is building a nationwide facilities management business with ambitious growth plans.

What We’re Looking For

We’re looking for someone who enjoys solving problems, building relationships and keeping work moving. The ideal candidate will be confident speaking with contractors, able to think quickly under pressure, and committed to delivering excellent service to our clients. This role is to ensure the company continues to provide a responsive, reliable nationwide facilities management service.

Responsibilities and duties

• Supply Chain Management • Source and recruit new subcontractors across the UK.
• Build and maintain relationships with reliable contractors.
• Verify contractor qualifications, insurance, certifications and compliance documents.
• Maintain an up-to-date approved subcontractor database.
• Monitor subcontractor performance, response times and quality.
• Job Allocation • Allocate reactive and planned maintenance works to suitable subcontractors.
• Issue purchase orders using the company job management system.
• Ensure contractors acknowledge and accept work promptly.
• Match contractors based on location, availability, skillset and cost.
• Job Management • Monitor live jobs from allocation through to completion.
• Liaise with subcontractors, clients and internal teams regarding updates.
• Chase attendance times, completion reports and photographs.
• Ensure SLAs and client deadlines are achieved.
• Resolve issues preventing successful completion of works.
• System Administration • Update all job records accurately within the company management system.
• Raise and issue purchase orders.
• Upload completion documentation, invoices and reports.
• Close completed jobs once all documentation has been received and approved.
• Ensure system records remain accurate and audit-ready.
• Financial Administration • Check subcontractor invoices against purchase orders.
• Ensure agreed rates are adhered to.
• Identify invoice discrepancies for review.
• Support the finance team with invoice queries where required.
• Continuous Improvement • Identify opportunities to improve subcontractor performance and efficiency.
• Assist in developing preferred supplier networks.
• Help improve internal processes and workflows.

Essential Skills & Experience

• Previous experience in facilities management, maintenance, construction or property services.
• Excellent organisational and multitasking skills.
• Strong communication and negotiation skills.
• Experience working with subcontractors or suppliers.
• Good IT skills and confidence using job management software.
• High attention to detail.
• Ability to prioritise workloads in a fast-paced environment.
• Professional telephone and email manner.

Desirable

• Experience within reactive maintenance or FM.
• Knowledge of purchase order processes.
• Understanding of SLAs and KPIs.
• Experience onboarding contractors.
• Knowledge of compliance documentation (Public Liability Insurance, Employers’ Liability, RAMS, DBS, qualifications etc.).

Key Performance Indicators (KPIs)

• Average time taken to allocate new jobs.
• Percentage of jobs allocated within SLA.
• Number of new subcontractors onboarded each month.
• Subcontractor response times.
• Jobs completed first time.
• Completion documentation received on time.
• Percentage of jobs closed within 24 hours of completion.
• Invoice accuracy.
• Client satisfaction.
• Subcontractor performance ratings.

What We Offer

• Competitive salary of £35,000–£40,000
• Monthly performance bonus
• 25 days annual leave plus bank holidays
• Company pension scheme
• Company laptop and mobile phone
• Working from home following successful completion of probation
• Ongoing training and professional development
• Annual salary review
• Genuine opportunities for career progression as the company continues to grow

Equality statement: The employer fully supports Equality in Employment. All employment is decided based on qualifications, merit and business need.

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