IT Contracts Administrator

Job description & person specification

Title: IT Contracts Administrator

Department: Information Technology

Reports to: Head of IT

Work patterns: Monday to Friday 9 a.m. to 5.30 p.m. (excluding Bank Holidays)

Department overview:

The IT Department at London Luton Airport manages information systems and technology across the airport, with teams responsible for IT Operations & Service Delivery, IT Infrastructure, Cyber & Information Security, Data Science, and Project & Portfolio Management.

Job purpose summary:

Reporting to the Head of IT, the IT Contracts Administrator provides administrative and governance support to the LLA IT Department, with a particular focus on supplier management and income from third-party customers.

The IT department manages over 30 suppliers across contracts totalling £40m. We also offer chargeable IT Services to airlines, ground handlers, and retail concessionaires, and have a renewed focus on optimising this income.  

The IT Contracts Administrator works closely with the Head of IT, the IT departmental managers, Finance, and Procurement teams, to provide efficient and effective administrative support for our contract management and income activities. The role also provides day-to-day support for requisitions, purchase orders, deliveries, and invoice queries, as well as coordinating internal and external training for the department.

Key responsibilities and accountabilities:

  • Contract Administration: Supporting IT contract owners to ensure each contract is monitored and measured through regular, documented service reviews.

  • Procure-to-Pay: Managing day-to-day procurement activities for the department, including raising requisitions, managing and receipting purchase orders, tracking deliveries,s and handling invoicing queries received from the Finance department.

  • IT Services Income: Issuing quotations and managing the order and billing process for chargeable IT Services, as the primary point of contact for airlines, ground handlers, and retail concessionaires during and after the order process.

  • Training: Maintaining the overall register of training undertaken by members of the IT department, along with management of our training provider and booking internal and external training courses for team members.

  • Reporting and Records: Maintaining records and producing reports related to contracts, IT Services income, training, licensing, and asset management. 

  • Meeting Management: Managing invites, agendas, minutes, and actions for IT meetings, including the IT Change Advisory Board. 

  • Proactively and positively promote the LLA Way initiatives and projects with all employees and the wider airport community.

Knowledge, skills and experience required:

Essential

  • Experience working as an administrator or analyst in a fast-paced environment.

  • Excellent attention to detail with strong written and verbal communication skills.

  • A confident user of Microsoft products, including Excel and SharePoint.

  • Able to monitor KPIs, spot trends, and escalate to departmental managers as appropriate.

  • A strong communicator, with the confidence to hold suppliers and partners to account.

  • A proven ability to multitask and manage competing priorities.

Desirable

  • An understanding of end-to-end procurement processes.

  • Previous experience working in a technology or IT environment, or a willingness to learn more about the IT Services we offer to third-party customers. 

This job description is intended to give an appreciation of the role and the range of duties and responsibilities to be undertaken. It does not attempt to detail every activity. Specific tasks and objectives will be agreed on an ongoing basis. The post holder will be required at all times to perform any other reasonable tasks, as requested by the Line Manager, in order to meet the operational needs of the business.

For any further information, please contact the Human Resources department at [email protected]. London Luton Airport Operations Ltd collects your personal information when you submit your application. For more details about the personal information LLA collects, how we collect it, why we need it, what we do with it, how long we keep it and what your rights are, please see our privacy notice at www.london-luton.co.uk/privacy-notice.

LLA is committed to fostering, promoting and preserving a culture of diversity, equality and inclusion, as we carry out our mission. We will always be respectful and seek to learn from those different from ourselves. We strive to be an equal opportunity employer, and we are determined to ensure that no applicant or employee has a negative experience for being who they are. We welcome all applications!

To apply:

If you wish to apply for this role, please send your CV that summarises your knowledge, skills, and experience within the context of the IT Contract Administrator job description to [email protected], using the reference ITA0212 in the subject line. In the body of the email, please make sure to include the following: 

  • Current and expected salary 
  • Notice period/availability to start
  • Right to work in the UK / sponsorship requirements
  • Whether you are happy to travel to Luton three days a week