Lead Contract Support at Chelsea Football Club

MAIN RESPONSIBILITIES:

To comply with company procedures and policies, working within the Facilities team with a focus on:

Commercial and Financial Control

• Oversee all and supervise departmental financial processes ensuring adherence to Club financial governance.
• Manage purchase orders, lead on all cost coding, and expenditure tracking using Concur/Proactis systems.
• Support forecasting, variance tracking, and OPEX budget management.
• Mentor and guide the wider team in financial control and commercial awareness.
• Create and update all relevant reports on a monthly basis

Contracts and Supplier Management

• Assist senior management on contractor performance on agreed KPIs, and SLAs.
• Administer and maintain the Contractor Management System (CMS) ensuring up-to-date compliance and documentation.
• Support procurement activities including tendering, contract evaluation, and onboarding.
• Maintain oversight of all FM-related contracts, ensuring compliance and value for money.
• Administrate the SharePoint filing system to ensure easy access to all documentation

Operational Planning and Reporting

• Own and update the sub-contract activity planner for all sites within the estate
• Prepare and submit the monthly Facilities financial and operational performance report.
• Collate and review contractor data for audits and leadership reporting.
• Co-ordinate building maintenance repairs with the Meetings and events team
• Working the helpdesk to cover absenteeism

Administrative and Technical Support

• Maintain essential administrative responsibilities including managing logbooks, coordinating meetings, and producing accurate system reports.
• Provide proactive support to the broader Facilities Management team across Stamford Bridge, Cobham, and Kingsmeadow, ensuring seamless operational delivery.
• Ensure all tasks and processes comply with Club health & safety standards, financial controls, and safeguarding policies
• Support the match day operation when required, assisting with broadcaster activities and Helpdesk operation as required

MEASURES OF PERFORMANCE:

• Financial accuracy and adherence to budgetary controls.
• Contractor performance against KPIs and SLAs.
• Timely completion and submission of monthly reports.
• Clear communication with stakeholders and leadership teams.
• Positive feedback from contractors and internal departments.
• Compliance with H&S, finance, and Club policies.

PERSONAL SPECIFICATION:

• Good written & verbal English
• To be customer focused, with a “can do “ attitude
• Neat & tidy appearance
• Work as part of a team or individually when needed
• Proactive approach to work

Qualifications:

Essential

• Qualification in Administration or equivalent.
• IOSH Managing Safely or NEBOSH General Certificate.
• Experience using Concur, Proactis, or similar finance systems.
• Understanding of risk assessments, RAMS, and permit-to-work processes.
• Basic understanding of building services compliance
• Experience working with Concept Evolution

Desirable

• Previous experience in the use of Concur and Proactis finance systems
• Risk Assessment & Method Statement knowledge
• Membership of a relevant professional body (e.g., IWFM).
• IWFM Level 4 Diploma or equivalent.

Experience:

Essential

• Demonstrable experience managing financial and contractual processes within a Facilities or FM environment.
• Experience in contractor management and supplier performance monitoring.
• Strong analytical and reporting skills.
• Experience using CAFM systems (e.g., Concept Evolution).
• Ability to work under pressure and meet deadlines.
• Ability to meet tight deadlines and work well under pressure
• Forward thinking with ability to anticipate problems
• Excellent communication skills

Desirable

• Previous experience in the use of Concur and Proactis finance systems
• Worked within a facilities management administration role
• Leadership or mentoring within a facilities or commercial function.
• Experience supporting multi-site operations.
• Experience within the facilities industry, working in a similar environment or large-scale buildings
• Self-motivated and good team worker