Contracts Administrator

Company Profile Total IT is an award-winning technology services and systems integration business founded in 2006, with offices in Bedford, London, and Dubai. We operate at the intersection of IT, cyber security, networks, and smart building technology, supporting some of the largest and most complex commercial buildings in the United Kingdom, alongside a growing portfolio of international clients. Our clients trust us to manage business-critical environments where accuracy, reliability, and professionalism matter. As we continue to scale across the UK and internationally, strong operational foundations particularly around contracts, renewals, and commercial governance are essential to our success. This role sits at the heart of that foundation. Description As a Contract Administrator within our Customer Services department, you will play a key role in protecting revenue, ensuring contractual accuracy, and enabling smooth client renewals across a diverse and growing client portfolio. You will own the end-to-end lifecycle of 200300 active client contracts, working closely with Customer Services, Customer Success, Sales, Finance, and Service Delivery teams. This is a fast-paced, detail-driven role that requires confidence, structure, and the ability to take ownership while knowing when to escalate appropriately. This is not a passive administration role it is a trusted operational position with real impact on client retention, margin protection, and business scalability. Key Responsibilities Contract & Renewal Ownership (c. 40%) Own contract renewal dates end-to-end, ensuring renewals are identified, prepared, issued, approved, and completed on time Prepare renewal quotations, applying agreed pricing structures and adjusting within defined guardrails where appropriate Review contract line items to ensure accuracy, alignment to services delivered, and commercial consistency Actively flag pricing anomalies, margin erosion, or contractual risks Contract Changes & Variations (c. 10%) Manage contract variations, service changes, and amendments throughout the contract lifecycle Ensure all changes are accurately documented, approved, and reflected across systems Query Management & Resolution (c. 20%) Act as a primary point of contact for contract-related queries from internal teams and clients Investigate discrepancies, missing documentation, or expired agreements Resolve issues independently where possible, proposing practical solutions Internal Coordination & Governance (c. 30%) Work closely with Sales, Finance, Customer Services, Customer Success, and Service Delivery teams Escalate issues appropriately depending on client size, risk, and commercial impact Support key client escalations in collaboration with the Customer Success team Provide procurement cover when required, ensuring orders are placed accurately and profitably Systems & Tools You will work confidently across: Halo PSA contract records, CRM activity, renewals Xero financial alignment and commercial accuracy SharePoint budgets, supporting documentation, and governance Accuracy across systems is critical to the success of this role. Authority & Decision-Making You are expected to own problems, investigate root causes, and propose fixes You will escalate to Customer Services, Finance, Customer Success, or Leadership where required, using sound judgement You will operate within agreed commercial frameworks while maintaining high standards of accountability Skills & Experience Proven experience in contract administration, renewals, or commercial operations Strong understanding of contract structures, pricing models, and documentation High attention to detail with the ability to manage volume without losing accuracy Confident communicator, able to work across multiple departments Comfortable working with CRM and finance systems Organised, proactive, and resilient under pressure The Ideal Candidate You are structured, dependable, and take pride in getting things right. You enjoy ownership, thrive on clarity, and understand that well-managed contracts underpin strong client relationships and a healthy business. You are comfortable working independently but value collaboration. You spot issues early, communicate clearly, and keep things moving. Growth & Progression As the business continues to scale: This role has the potential to grow into a Contract Management Lead position You will support international contracts, including our Dubai operations Your influence and responsibility will increase as our client base and contract landscape expand Company benefits: 28 Days annual leave plus 1 day, 2 weeks either side of your Birthday Great working environment within a friendly team Private healthcare including 24-hour GP access Mental health & wellbeing programmes Audio, optical & dental cover Up to 10 days of relevant training per year A tailored professional and personal development plan High performance computers for all employees Friendly, supportive, and professional working environment Interview Process: Stage 1: Telephone screening (1015 minutes) Stage 2: Teams or in-person interview with Customer Services Manager Stage 3: Face-to-face interview with Customer Services Manager and our CEO Stage 4: Offer discussion with HR Manager Final Stage: Offer letter and agreed start date welcome to Total IT Why work at Total IT A team survey described Total IT as having great people and an atmosphere that makes you want to come into work each day. Joining us in this role, you can expect to be trusted, supported, and given the opportunity to grow as the business expands. TPBN1_UKTJ

Created: 2026-01-18