Administrative Contract Reporting Analyst

Administrative Contract Reporting Analyst

POSITION SUMMARY

The Administrative Contract Reporting Analyst provides critical operational, reporting, and compliance support for a large, multi-site facilities management account encompassing approximately 130 business units.

This position is responsible for collecting, monitoring, validating, and reporting key performance indicators (KPIs), contractual deliverables, compliance requirements, and operational performance data. The role works closely with the Account Manager and facility leadership to provide visibility into account performance, identify potential gaps before deadlines are missed, and ensure required documentation and reporting are completed accurately and on time.

This is not a traditional administrative position. The role requires strong analytical capabilities, exceptional attention to detail, an understanding of facility operations, and the ability to transform large amounts of operational information into actionable reporting for account leadership.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain centralized tracking of KPIs and performance requirements across approximately 130 business units.

• Collect, consolidate, validate, and analyze operational data from multiple facilities, systems, and stakeholders.

• Prepare recurring KPI reports, dashboards, scorecards, and account performance summaries.

• Support the Account Manager in preparing client reports, business reviews, operational updates, and performance presentations.

• Monitor contractual reporting requirements, deadlines, inspections, certifications, preventive maintenance requirements, and other compliance obligations.

• Maintain calendars and tracking tools for recurring contractual and compliance deliverables.

• Proactively identify upcoming deadlines, incomplete requirements, missing documentation, and potential compliance gaps.

• Follow up with facility leaders and other responsible parties to obtain outstanding information and ensure deliverables are completed.

• Escalate overdue or at-risk requirements to account leadership.

• Track corrective actions and follow through to documented completion.

• Analyze KPI trends and identify recurring performance issues, exceptions, and opportunities for improvement.

• Assist leadership in identifying root causes behind missed or declining performance metrics.

• Verify reporting accuracy and investigate inconsistencies or incomplete data before information is provided to the client.

• Maintain organized records supporting contractual performance and compliance requirements.

• Assist with audits, client requests, documentation reviews, and compliance reporting.

• Track action items resulting from client meetings, business reviews, audits, and operational discussions.

• Coordinate with facility managers, maintenance teams, vendors, finance, procurement, and other departments to obtain required reporting information.

• Develop and continuously improve reporting tools, trackers, dashboards, and processes.

• Help establish standardized reporting practices across business units.

• Maintain confidentiality and accuracy when handling operational, contractual, financial, and client information.

• Provide additional analytical and operational support to the Account Manager as needed.

KEY MEASURES OF SUCCESS

Success in this position includes:

• Accurate and timely KPI reporting across all assigned business units.

• No missed contractual or compliance reporting requirements.

• Early identification and escalation of at-risk deliverables.

• Complete and accurate supporting documentation.

• Improved visibility into account performance for leadership.

• Consistent reporting practices across facilities.

• Timely closure and documentation of corrective actions.

• Reliable information available for client meetings and business reviews.

QUALIFICATIONS

• Bachelor’s degree in Business Administration, Facilities Management, Operations, Finance, Data Analytics, or a related field preferred.

• Previous experience in facilities management, contract administration, operations, compliance, reporting, or business analysis preferred.

• Experience supporting large, multi-site operations strongly preferred.

• Strong Microsoft Excel skills, including the ability to organize and analyze large datasets.

• Experience developing reports, dashboards, scorecards, or KPI tracking tools.

• Strong analytical skills with exceptional attention to detail.

• Ability to independently manage a high volume of recurring deadlines and deliverables.

• Ability to identify discrepancies and follow issues through resolution.

• Strong written and verbal communication skills.

• Ability to work effectively with stakeholders at multiple organizational levels.

• Experience with Power BI, CMMS platforms, work-order systems, or other reporting tools is a plus.

ANNUAL SALARY: $90,000-100,000