Subcontractor Coordinator

About The Role

This permanent full-time job based in Cardiff involves managing a nationwide network of subcontractors to ensure timely and efficient completion of projects from start to finish. Responsibilities include sourcing and onboarding new subcontractors, allocating tasks, monitoring ongoing jobs, collecting all necessary paperwork, and closing jobs in the management system. The position demands strong communication skills, high attention to detail, multitasking ability, and prior experience in subcontractor or supply chain coordination. The salary ranges between 35,000 and 30,000 plus benefits.

Key Responsibilities

• Source and recruit reliable subcontractors across the UK, verifying their qualifications, insurance, certifications, and compliance documents.
• Maintain an up-to-date approved subcontractor database and monitor their performance and response times.
• Assign planned and reactive maintenance jobs to suitable subcontractors, issuing purchase orders through the management system.
• Ensure contractors promptly confirm and accept allocated work, matching jobs based on location, skills, availability, and cost.
• Track live jobs from initiation to completion, liaising with subcontractors, clients, and internal teams for updates.
• Follow up on attendance times, completion reports, photographs, and ensure clients' service level agreements (SLAs) and deadlines are met.
• Resolve any issues delaying job completion and keep system records current and audit-ready.
• Process subcontractor invoices, confirm accuracy against purchase orders, and assist finance with queries.
• Identify opportunities for improving subcontractor efficiency, assisting with preferred supplier networks and workflow enhancements.

Required Skills and Experience

• Previous experience in facilities management, maintenance, construction, or property services.
• Strong organisational, multitasking, and communication skills including negotiation.
• Experience coordinating subcontractors or suppliers using job management software.
• High accuracy and attention to detail with the ability to prioritise tasks in a fast-paced setting.
• Professional telephone and email communication manner.

Desirable Skills

• Experience working with reactive maintenance or facilities management.
• Understanding of purchase order processes, SLAs, and KPIs.
• Familiarity with contractor onboarding and compliance documentation such as insurance, RAMS, DBS, and qualifications.

Performance Indicators and Bonus

• Metrics tracked include job allocation speed, meeting SLA targets, subcontractor onboarding rate, response times, first-time job completion, documentation timeliness, job closure speed, invoice accuracy, client satisfaction, and subcontractor ratings.
• A monthly performance bonus is available based on meeting key operational objectives including job allocation, timely closures, job administration quality, subcontractor network growth, client service, compliance, and cost control.

Company Benefits

• Competitive annual salary between 35,000 and 30,000 with monthly performance incentives.
• 25 days holiday plus bank holidays.
• Company pension scheme.
• Provision of a laptop and mobile phone.
• Remote working option after probation.
• Ongoing training and opportunities for professional growth.
• Annual salary reviews.
• Career advancement prospects as the company grows its nationwide facilities management business.

Equal Employment Opportunity

The employer endorses equality in employment decisions based strictly on merit, qualifications, and business needs.