Lead Contract Support

JOB TITLE: Lead Contract Support

DEPARTMENT: Facilities

LOCATION: Primarily Stamford Bridge but may be required to work at other Chelsea FC sites

CONTRACT: Permanent (5 days in 7)

JOB FUNCTION: To oversee the commercial, contractual, and financial operations of the Facilities Department while maintaining administrative and compliance support. Deputise for the Facilities Operations Manager when required.

Closing date: 17th March

We encourage you to apply as soon as possible. In the event that we receive a large number of applications, the position may be filled before the listed closing date. To avoid missing out, please submit your application at your earliest convenience.

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

Our commitment to Equality, Diversity and Inclusion:

At Chelsea we recognise that the diversity of our people is one of our greatest strengths and we are taking positive action to ensure our existing colleagues and job applicants can fully be themselves and bring their own unique experiences and perspectives to Chelsea FC. This means giving full and fair consideration to all applicants regardless of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, and pregnancy and maternity.   

If you need reasonable adjustments made to the recruitment process, please reach out to your recruiter, who will be able to advise and support you.

Chelsea FC and the Foundation is fully committed to ensuring the safety and well-being of all children, young people and adults at risk (vulnerable groups). We therefore require all successful applicants to complete a DBS Check prior to starting employment. Depending on the role, successful applicants may also be required to undergo other child protection screening where appropriate.

This Job Description is not intended to be exhaustive; the duties and responsibilities may therefore vary over time according to the changing needs of the Club.